1.

Introduction

1.1 Introduction to the System

The E-desk is an application for all those companies and professionals who wish to transform
their help desk systems into an electronic form. It is developed to provide a user interface and
automate the processing of help desk systems according to different requirements given by
companies and professionals. The project "E-DESK" mainly deals with automating the task of
the Helpdesk system that helps many end-users to know the solutions for their request within
no time. Helpdesk can be done manually but there may be problems that have to be faced ,so to
overcome such problems we need to automate the Help Desk System.

Features of the systems are:-

1. Easy interface.
2. Easy to use and effective understandable interface.
3. General Management System.
4. Enquiry maintenance.
5. Manages details of Registered users.

1.2 Necessity of the System

A company that provides consultancy services provide professionals to companies according to

their need. For this purpose the consultancy services needs to maintain the records of all the
companies available for professionals and also all the professionals available for recruitment. It
is very difficult to maintain the record manually of all the companies and professionals and
accordingly their requirements. The primary purpose to develop this system is to optimize the
recruitment process for an organization.

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1.2.1 Profile of the Problem

Earlier registration was done manually and it was all at a time consuming work. It is very
difficult to maintain the record manually of all the users and professionals and accordingly
their requirements. E-desk aims to facilitate the registration and maintenance process.
Indirectly, it is also to facilitate the managerial department of an organization for an
optimized and systematic user database in an electronic form.

1.2.2 Bottlenecks of the Existing System

It is very difficult to maintain the record of all the companies and professionals and accordingly
their requirements, some of the complexities involved in existing system are as follows:-

 A lot of copies of papers have to be made

 A lot of work needs to be done.
 A lot of and time is consumed.
 Interpretation of records is difficult.

1.3 Objectives

The objectives of the system would be:

1. Develop a search algorithm to search through database along with document files of all
the registered users.

2. Maintain the information of all users and their requirements.

3. Enquiry the information of all the professionals according to their profile.

4. Maintain registration of new users into the database.

5. Search registrations and enquiries from the database records.

6. Generate reports for maintenance of registration user maintenance and enquiry

maintenance .

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1.4 Technologies used for Development in this Project

1. Java: Java is Platform Independent, Secure, Object Oriented, Scalable and Robust
Programming Language. It is used at front end for developing the application.

2. MySQL: MySQL Database server is used to create database, used to store data in tables.
It is RDBMS.
3. NetBeans: NetBeans is Integrated Development Environment (IDE) for developing with
Java, JavaScript, PHP, Python, Ruby, Groovy, C, C++, Scala, Clojure, and others.
4. JDBC (Java Database Connectivity): is an API, which is used for the
communication of java programs with different databases.
5. SWINGS: Swings in java is a rich set of components for building GUIs and
adding interactivity to java applications. Swing includes all the components that you
would expect from a modern GUI toolkit that is table controls, list controls, tree
controls, buttons and labels. The basic architecture of swing is MVC. And are entirely
made in java.
6. JasperReports: JasperReports is an open source reporting engine. Using
JasperReports reports can generated in any type of application i.e. console
application, desktop application, web application, enterprise application.

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2. Introduction to Technology Used

2.1 Introduction to Java

Java is a programming language developed by Sun Microsystems which is designed after C++
programming language. However it is architect to be simpler and safer than C++, hence takes
away some language features of C++ and adds more to it. It is Object-Oriented and portable
across multiple platforms and operating systems.

Once compiled, a java program can be executed on different platforms. Compiling java
program generates byte-code; an intermediate level of machine code that is further interpreted
by an engine, that understands this intermediate level of machine code, to convert it to the
native code of say different platforms like Windows, Solaris, Linux etc. This feature makes
Java platform independent.

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2.2 Introduction to MySQL

MySQL is a relational database management system (RDBMS) that runs as a server providing
multi-user access to a number of databases. It is named after developer Michael Widenius'
daughter, My. The SQL phrase stands for Structured Query Language.

Free-software projects that require a full-featured database management system often use
MySQL. Such projects include (for example) WordPress, phpBB, Drupal and other software
built on the LAMP software stack. MySQL is also used in many high-profile, large-scale World
Wide Web products, including Wikipedia, Google and Facebook.

MySQL is written in C and C++. Its SQL parser is written in yacc, and a home-brewed lexical
analyzer named sql_lex.cc.

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MySQL works on many different system platforms, including AIX, BSDi, FreeBSD, HP-UX,
i5/OS, Linux, Mac OS X, NetBSD, Novell NetWare, OpenBSD, OpenSolaris, eComStation,
OS/2 Warp, QNX, IRIX, Solaris, Symbian, SunOS, SCO OpenServer, SCO UnixWare, Sanos,
Tru64 and Microsoft Windows. A port of MySQL to OpenVMS also exists.

2.3 Introduction to Jasper Reports

JasperReports is an open source Java reporting tool that can write to a variety of targets, such
as: screen, a printer, into PDF, HTML, Microsoft Excel, RTF, ODT, Comma-separated
values or XML files.

It can be used in Java-enabled applications, including Java EE or web applications, to generate

dynamic content. It reads its instructions from an XML or .jasper file. JasperReports is an open
source reporting library that can be embedded into any Java application.

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2.4 Introduction to NetBeans

NetBeans refers to both a platform framework for Java desktop applications, and an integrated
development environment (IDE) for developing with Java, JavaScript, PHP, Python, Ruby,
Groovy, C, C++, Scala, Clojure, and others. The NetBeans IDE is written in Java and runs
everywhere where a JVM is installed, including Windows, Mac OS, Linux, and Solaris. A JDK
is required for Java development functionality, but is not required for development in other
programming languages.

The NetBeans Platform allows applications to be developed from a set of modular software
components called modules. Applications based on the NetBeans platform (including the
NetBeans IDE) can be extended by third party developers.

The NetBeans Platform is a reusable framework for simplifying the development of Java
Swing desktop applications. The NetBeans IDE bundle for Java SE contains what is needed to
start developing NetBeans plugins and NetBeans Platform based applications; no additional
SDK is required.

 User interface management (e.g. menus and toolbars)

 User settings management
 Storage management (saving and loading any kind of data)
 Window management
 Wizard framework (supports step-by-step dialogs)
 NetBeans Visual Library

The NetBeans IDE is an open-source integrated development environment. NetBeans IDE

supports development of all Java application types (Java SE including JavaFX, (Java ME, web,
EJB and mobile applications) out of the box.

License: NetBeans is offered under a dual license of the CDDL and the GPL version 2 licenses,
with the GPL linking exception for GNU Classpath.

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2.5 Introduction to JDBC

JDBC is a Java database connectivity technology (Java Standard Edition platform) from Oracle
Corporation. This technology is an API for the Java programming language that defines how a
client may access a database. It provides methods for querying and updating data in a database.
JDBC is oriented towards relational databases. A JDBC-to-ODBC bridge enables connections
to any ODBC-accessible data source in the JVM host environment.

JDBC allows multiple implementations to exist and be used by the same application. The API
provides a mechanism for dynamically loading the correct Java packages and registering them
with the JDBC Driver Manager. The Driver Manager is used as a connection factory for
creating JDBC connections.

JDBC connections support creating and executing statements. These may be update statements
such as SQL's CREATE, INSERT, UPDATE and DELETE, or they may be query statements
such as SELECT. Additionally, stored procedures may be invoked through a JDBC connection.

2.6 Introduction to SWINGS

Swing is a GUI widget toolkit for Java. It is part of Oracle's Java Foundation Classes (JFC) —
an API for providing a graphical user interface (GUI) for Java programs.

Swing was developed to provide a more sophisticated set of GUI components than the
earlier Abstract Window Toolkit (AWT). Swing provides a native look and feel that emulates
the look and feel of several platforms, and also supports a pluggable that allows applications to
have a look and feel unrelated to the underlying platform. It has more powerful and flexible
components than AWT. In addition to familiar components such as buttons, check boxes and
labels, Swing provides several advanced components such as tabbed panel, scroll panes, trees,
tables, and lists.

Unlike AWT components, Swing components are not implemented by platform-specific code.
Instead, they are written entirely in Java and therefore are platform-independent. The term
"lightweight" is used to describe such an element.

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3. System Development Methodology

System Development Life Cycle

Phases:

a. Initiation Phase
The initiation of a system (or project) begins when a business need or opportunity is
identified. A Project Manager should be appointed to manage the project. This business
need is documented in a Concept Proposal. After the Concept Proposal is approved, the
System Concept Development Phase begins.
b. System Concept Development Phase
Once a business need is approved, the approaches for accomplishing the concept are
reviewed for feasibility and appropriateness. The Systems Boundary Document
identifies the scope of the system and requires Senior Official approval and funding
before beginning the Planning Phase.
c. Planning Phase
The concept is further developed to describe how the business will operate once the
approved system is implemented, and to assess how the system will impact the
administrator and user privacy. To ensure the products and /or services provide the
required capability on-time and within budget, and reviews are defined. Additionally,
security certification and accreditation activities begin with the identification of system
security requirements and the completion of a high level vulnerability assessment.
d. Requirements Analysis Phase
Functional user requirements are formally defined and delineate the requirements in
terms of data, system performance, security, and maintainability requirements for the
system. All requirements are defined to a level of detail sufficient for systems design to
proceed. All requirements need to be measurable and testable and relate to the business
need or opportunity identified in the Initiation Phase.
e. Design Phase
The physical characteristics of the system are designed during this phase. The operating
environment is established, major subsystems and their inputs and outputs are defined,
and processes are allocated to resources. Everything requiring user input or approval
must be documented and reviewed by the user. Each subsystem is partitioned into one

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 or more design units or modules. Detailed logic specifications are prepared for each
software module.
f. Development Phase
The detailed specifications produced during the design phase are translated into
hardware, communications, and executable software. Software shall be unit tested,
integrated, and retested in a systematic manner. Hardware is assembled and tested.
g. Integration and Test Phase
The various components of the system are integrated and systematically tested. The user
tests the system to ensure that the functional requirements, as defined in the functional
requirements document, are satisfied by the developed or modified system. Prior to
installing and operating the system in a production environment, the system must
undergo certification and accreditation activities.
h. Implementation Phase
The system or system modifications are installed and made operational in a production
environment. The phase is initiated after the system has been tested and accepted by the
user. This phase continues until the system is operating in production in accordance
with the defined user requirements.
i. Operations and Maintenance Phase
The system operation is ongoing. The system is monitored for continued performance in
accordance with user requirements, and needed system modifications are incorporated.
The operational system is periodically assessed through In-Process Reviews to
determine how the system can be made more efficient and effective. Operations
continue as long as the system can be effectively adapted to respond to an
organization’s needs. When modifications or changes are identified as necessary, the
system may reenter the planning phase.

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4. System Analysis

System analysis is the process to see how application operates and whether improvement is
needed. This may involve examining the data movement and storage, machines and technology
used in the application, programs controlling the application.

4.1 Feasibility Study

The feasibility report of the project holds the advantages and flexibility of the project. This is
divided into three sections:

 Technical Feasibility
 Economical Feasibility

4.1.1 Technical Feasibility:

Technical feasibility centres on the existing computer system (H/W and S/W) whether it can
support the addition of proposed system, if not, to what extent it can support and the
organization’s capacity to acquire additional components.

Our proposed system is technically feasible because:

i. The H/W and S/W required are easy to install and handle.
ii. The necessary H/W configuration and software platform is already there.
iii. The system supports interactivity with the user through GUI

The currently developed project of offline editor is technically feasible. It provides an easy
access to the users.

Proposed system is technically feasible because of the following reasons:-

i. It doesn’t require any type of extra investment to run the proposed application.
ii. Expandability will be maintained in the new system. New modules can be added later
on the application, if required in the future.
iii. The application will have User-friendly Forms and Screens, all validation checks. So
the new system guarantees accuracy, reliability, ease of access to data.

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4.1.2 Economic Feasibility:
A systems financial benefit must exceed the cost of developing that system. i.e. a new system
being developed should be a good investment for the organization. Economic feasibility
considers the following
i. The cost to conduct a full system investigation.
ii. The cost of hardware and software for the class of application.
iii. The benefits in the form of reduced cost or fewer costly errors.
iv. The cost if nothing changes (i.e. the proposed system is not developed).

The proposed “E-Desk” is economically feasible because:

i. The system requires very less time factors.

ii. The system will provide fast and efficient automated environment instead of slow and
error prone manual system, thus reducing both time and man power spent in running the
system.
iii. The system will have GUI interface and very less user-training is required to learn it.

4.2 Software Requirement Specification

Hardware Requirements:

Processor : 2.0 GHz and Above

Main Memory : 512 MB.

Hard Disk : 20 GB.

Disk Space : 100 MB

Software Requirements:

Operating System : Windows XP, 7, 8, 10.

Software : JDK-7u45-windows-i586, MySQL Database Server 5.5

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5. System Design

What is System Design?

System design is the process of developing specifications for a candidate system that meet the
criteria established in the system analysis. Major step in system design is the preparation of the
input forms and the output reports in a form applicable to the user.

The main objective of the system design is to make the system user friendly. System design
involves various stages as:

i. Data Entry
ii. Data Correction
iii. Data Deletion
iv. Processing
v. Sorting and Indexing
vi. Report Generation
System design is the creative act of invention, developing new inputs, a database, offline files,
procedures and output for processing business to meet an organization objective. System design
builds information gathered during the system analysis.

Characteristics of a Well Defined System

In design an efficient and effective system is of great importance to consider the human factor
and equipment that these will require to use. System analyst must evaluate the capabilities and
limitations of the personal and corresponding factors of the equipment itself.
The characteristics associated with effective system operations are:
i. Accessibility

ii. Decision Making Ability

iii. Economy

iv. Flexibility

v. Reliability

vi. Simplicity.

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5.1 Module Design

This project includes following modules.

i. Login
ii. Profile/User Maintenance
iii. Time slot Maintenance
iv. Enquiry Maintenance
v. Registrations Maintenance
vi. Search
vii. Reports

Login: To access this application, users would be required to login through a login
screen. After authentication user would be able to access only those areas for which
permissions are given.

Profile/User Maintenance: That allows adding or updating the details of all

employees/administrator who are accessing this application.

Time slot Maintenance: That allows adding, updating and viewing of time slots of
the registered users .

Enquiry Maintenance: That provides detail about enquiries of the registered users.

Registration Maintenance: That provides various registration details of the registered

users.

Search: Search allows the Companies to search for professionals, through database
and document files of resumes and allows the professionals to search Company on the
basis of their qualification.

Reports: Generate reports for this project like list of all employees, list of
all the professionals, list of all companies.

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5.2 Database Design

Dataflow Diagrams:

The dataflow diagram (DFD) was first developed by Larry Constantine as a way of expressing
system requirements in a graphical from. A DFD also known as a bubble chart has a purpose of
clarifying system requirement and identifying major transformation that will become the
program in the system design.

DFD Symbols

1. A SQUARE defines a source or destination of system data

2. An ARROW identifies dataflow or data in motion. It is pipeline through which

information flows.

3. A CIRCLE or a bubble represent a process transform in coming dataflow into

outgoing dataflow

4. AN OPEN RECTANGLE is a data source or Data at rest.

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6. Database Tables:

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7. Application Screenshots

Login:

Fig 1: Login/ Splash Screen

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Fig 2: Login/ Login Frame

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Main Frame:

Fig 3: Main/ Main Frame

Menu bar Structure for Main Frame:

 File
 Logout

 Profile.
 Profile Account Detail

 User Maintenance
 User Account Detail
 Time slot Maintenance
 Time slot.
 Enquiry Maintenance
 Enquiry Detail
 Registration Maintenance
 Registration Detail
 Search
 Search Registration

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  Search Enquiry

 Reports
 User Detail Report
 Registration report
 Enquiry report

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Profile:

Fig 4: Profile/ Profile Detail

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User Maintenance:

Fig 5: User Maintenance/ User Detail

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Timeslot Maintenance:

Fig 6: Time slot Maintenance

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Enquiry Maintenance:

Fig 10: Enquiry Maintenance

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Registration Maintenance:

Fig 10: Registration Maintenance

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Search:

Fig 11: Search/ Search Registration

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Fig 12: Search/ Search Enquiry

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Reports:

Fig 14: Reports/ User Detail Report

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Fig 15: Reports/ Registration Report

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Fig 16: Reports/ Enquiry Report

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8. References:
1. E Balagurusamy, Programming with Java: A Primer. Tata McGraw Hill, New
Delhi.
2. Google, URL: http://www.google.co.in
3. MySQL, URL: http://www.mysql.com
4. Wikipedia, URL: http://www.wikipedia.org

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