CS 352 DATABASE MANAGEMENT SYSTEMS TERM PROJECT Proposal ...studentinternshiptrackingsystemgroup2.wikispaces.com/...Proposal.pdf · DATABASE MANAGEMENT SYSTEMS TERM PROJECT Proposal

BILKENT UNIVERSITY

ENGINEERING FACULTY

DEPARTMENT OF COMPUTER ENGINEERING

CS 352

DATABASE MANAGEMENT SYSTEMS

TERM PROJECT

Proposal Report

Buse Öter Gurur Dikmen Özge Dirlik 20701898 2070000 20802549

Group #2

http://studentinternshiptrackingsystemgroup2.wikispaces.com/

http://studentinternshiptrackingsystemgroup2.wikispaces.com/

Table of Contents

Introduction........................................................................................................3

Problem Statement ............................................................................................3

Requirements......................................................................................................4

Limitations of System.........................................................................................5

Definitions...........................................................................................................6

ER Diagram........................................................................................................8

Data Dictionary..................................................................................................9

Conclusion........................................................................................................15

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1. Introduction

This report defines our CS 352 project named as Student Internship Tracking System. Our

main aim is to build an internship tracking system as closely as possible. Our system will

store required information in order to complete a internship process. This report summarizes

our system architecture and gives a brief description about the system with the help of ER

Diagram.

2. Problem Statement

Student Internship Tracking System fundamentally coordinates the internships of students of

a specific university. The system will keep track of faculties, departments, secretaries,

students, companies, announcements and quotas.

According to the system, there are several faculties which have a unique faculty acronym such

as ENG for Engineering, a name and details. Each faculty has many departments which have

department acronym such as CS for Computer Engineering/Science, details about department

and also faculty acronym in order to store information of each department related with which

faculty. Moreover, there will be a secretary who has id, faculty acronym in order to know s/he

works for which faculty, department acronym, name, details, username and password, works

for only one faculty. In addition to the secretary, system keeps track of another person type

which is student. Students have student id, department acronym, year, cgpa apart from

personal information.

There will be different user types such as secretaries and students. Secretaries and students

will have different permissions while using the system. A secretary, will be able to open

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quotas for specific companies and also secretary will have the right of deciding about quotas,

and s/he will provide announcements with id, status and a deadline to the students.

Students will be able to apply for registered companies’ quotas or add the self found

companies for their internship. Students will be able to see open quotas for their departments

or faculties and also they can apply quotas according to the availability of the desired quotas.

In addition to these, a student can accept or reject the quota which is announced. System

allows to students so as to change the status of the announcements which informs about

quotas. If a student rejects a quota, secretary will be able to assign this open quota to another

student. Moreover, a student can found a company for his internship. In such a situation,

system automatically assigns the found company to this specific student.

Furthermore, all events will be logged in order to prevent data loss and keep the system safe.

Also the system should be easily backed up. The system can also be implemented with using

data structures such as using files, however by using database for managing data; it will be

much more reasonable and efficient. It is obvious that the advantages of relational database

concept have proven, so we decided to design our system by using a relational database.

Rather than implementing our own database, using a well known database server application

is more feasible. We should also provide a user interface in order not to interact directly with

the database's storage and management details. We will manage an understandable and clear

user interface to provide easy and fast usage of the reservation system to users.

3. Requirements

The students can use the system as a guest or registered user. However, guest users cannot

make application for quotas only can see announcements.

The registered students is able to do the following functions:

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>> Students apply for quotas (until the application deadline)

>> A student can accept or reject the quota.

>> A student have a quota for self found company by adding quota or company with the help

of secretary.

The secretary should have following management functionalities:

>> If a student reject a quota, the secretary can see this “open” quota and assign it to another

student.

>> A secretary is able to provide announcements.

>> A secretary can add new quotas or new companies.

Moreover, the system allows to do some of the followings;

>> Making multiple applications for a student will be possible.

>> Reaching the quota information of the registered companies will be possible.

>> Adding a self found company to the system will be possible.

>> Error checking will be available: While a student applying for a quota, the system checks

for asked information are filled completely or not. If it is not full, the system gives an error.

Also, if the student tries to make application for not available quota, system gives warning to

the student. The system updates the quotas according to new applications.

>> Notifications: The system notifies the registered users about the changes about the system

such as changes in quotas. For instance, a student reject a quota secretary is notified by the

system in order to announce it to another student.

4. Limitations of System

If a user wants to enter the system, they must have username and password. Without these

guest user can only see the announcements. Secretaries and the students have different access

of the system such as students cannot open quotas, they can only see open quotas and they can

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accept or reject specific quotas or assignments. Moreover, secretaries decide whether a

student will get into that quota or not.

Students cannot enter the system with their student ID and password. They should have a

username and a password for this system.

If the specific quota is full then students cannot apply to this quota.

Every company has to have at least one unit according to the system because quotas opens

according to the units of companies for students of specific faculty or department.

5. Definitions

We have 14 entities which are company, registered company, self_found_company, unit,

quota, student, secretary, announcements, faculty, person, internship_aplication ,

registered_aplication, self_found_application and department. In this section, we will

explain what they do explicitly.

Company: Company has company id (comp_id), name, city which it locates and an address.

All companies have units. Each unit have unit_id, comp_id, name, quota_capacity,

quota_contact_person, quota_deadline, quota_internship_period. There is also registered

company and self_found_company which are inherited by company. Self_found_company

also has contact_person_name, contact_person_title. For regisered_companies, there should

be opened quotas and for self_found_companies, the student should find one company.

Quata: It has these attributes unit_id, quota_capacity, quota_contact_person, quota_id,

quota_deadline, quota_internship_period.

Student and secretary entities are actually a person entity.

Person: Person's attributes are social security number (ssn), name, password, username and

details.

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Student: Student should have student id, department id (dept_id), year of the attendance to

the school and CGPA.

Secretary: Secretary has secretary id (sec_id), fac_acro and dept_id. Secretaries provides

announcements and every announcements must provided by a secretary.

Announcement: Every announcement has announcement id, deadline and status.

Internship Application: Internship application with attributes of the app_status, app_date,

internship_granted, app_id, end_date and start_date is received by the company and it must be

applied by a student. Also the registered_aplication and self_found_application entities are

Internship application.

Registered Application: It has quota_id and student_id attributes.

Self Found Application: Self_found_application has com_id, student_id attributes and

registered_aplication has quota_id, student_id attributes.

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6. ER Diagram

7. Data Dictionary

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7.1. Company:

Fields Domains Constraints Description

city Varchar (100) ------------------ City which company locates

comp_id Integer Primary Key Every company has unique ID

address Varchar (100) ------------------- Address of the company

name Varchar (50) ------------------- Name of the company

7.2. Registered Company:


city Varchar (20) --------------------- City which company locates

comp_id Char (10) Primary Key Every company has unique ID

address Varchar (200) ---------------------- Address of the company

name Varchar (50) ----------------------- Name of the company

7.3. Self_Found_ Company:


city Varchar (20) ---------------------- City which company locates

comp_id Char (10) Primary Key Every company has unique ID

address Varchar (200) ---------------------- Address of the company

name Varchar (50) ---------------------- Name of the company

contact_person_name Varchar (50) ----------------------- Name of the student’s advisor

contact_person_title Varchar (50) ----------------------- Advisor’s job at the

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company

7.4. Unit:


com_id Integer Not Null Company ID

name Varchar (100) ------------------------ Name of the unit

quota_capacity Integer ------------------------ Quota size

quota_contact_person Varchar (50) Not Null Contact person name for the quota

quota_deadline Varchar (8) Not Null Deadline to apply the quota

unit_id Char (10) Primary Key Id of the unit

quota_internship_period

Integer ------------------------ The internship date interval

7.5. Quota:


quoto_id Integer Primary Key Quoto ID

quota_capacity Integer ------------------------- Quota size

quota_contact_person Varchar (50) ------------------------- Contact person name for the quota

quota_deadline Varchar (8) ------------------------- Deadline to apply the quota

unit_id Char (10) ------------------------- Id of the unit

quota_internship_period

Integer ------------------------- The interval of the date which student will do internship

7.6. Announcemnets:


anno_id Integer Primary Key Announcement ID

status Varchar (20) ------------------------ Announcement is

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accepted/rejected

deadline Varchar (8) Not Null End date of announcement to be valid

7.7. Faculty:


fac_acro Varchar (10) Primary Key Acronym of the Faculty

fac_name Varchar (100) ------------------------- Name of the faculty

fac_details Varchar (200) ------------------------- Other details about the faculty

7.8. Department:


dept_acro Char (10) Primary Key Acronym od the Department

fac_acro Varvhar (10) ------------------------- Acronym of the department

dept_details Varchar (200) ------------------------- Other details about the department

7.9. Person:


ssn Char (12) Primary Key Social Security Number of the person

name Varchar (100) ------------------------- Name of the person

username Varchar (20) ------------------------- Username of the person to enter the system

password Varchar (20) ------------------------- Password of the person

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to enter the system

details Varchar ------------------------- Details about the person

7.10. Secretary:


ssn Integer Primary Key Social Security Number of the person

name Varchar (100) ------------------------- Name of the person

username Varchar (20) ------------------------- Username of the person to enter the system

password Varchar (20) ------------------------- Password of the person to enter the system

details Varchar (100) ------------------------- Details about the secretary

fac_acro Varchar (10) Not Null Acronym of the faculty that secretary works in

sec_id Char (10) Primary Key Secretary ID

dept_acro Char (10) ------------------------ the department ID of the secretary

7.11. Student:


ssn Integer Primary Key Social Security Number of the person

name Varchar (100) ------------------------ Name of the person

username Varchar (20) ------------------------ Username of the person to enter the system

password Integer (20) ------------------------ Password of the person to enter the system

details Varchar (200) ------------------------- *******

student_id Char (10) Primary Key Student ID12

dept_acro Char (10) Not Null Department ID of the student

year Varchar (4) Not Null Year of the attendance to the school of the student

cgpa DOUBLE Not Null Cgpa of the student

7.12. Internship_Application:


app_status Char (1) ‘A’ or ‘R’ Application is rejected or accepted

app_date Varchar (8) Not Null Application date

internship_granted Char (1) ‘Y’ or ‘N’ If the internship are rejected or not

app_id Char (10) Primary Key Application Id

end_date Varchar (8) Not Null The last day of the internship

start_date Varchar (8) Not Null The first day of the internship

7.13. Registered_ Application:








quota_id Char (10) Not Null Quota ID

student_id Char (10) Not Null Student ID

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7.14. Self_Found_ Application:








student_id Char (10) Not Null Student ID

comp_id Char (10) Not Null Company ID

8. Conclusion

The Student Internship Tracking System provides many benefits over the traditional pen and

paper log books. Thanks to the system, students are much more comfortable can follow

internship opportunities. Moreover, quotas of companies can be reached by students.

Secretaries for an internship give information to students for registration. Connection is

established between student and companies more easily thanks to this system.

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CS 352 DATABASE MANAGEMENT SYSTEMS TERM PROJECT Proposal ...studentinternshiptrackingsystemgroup2.wikispaces.com/...Proposal.pdf · DATABASE MANAGEMENT SYSTEMS TERM PROJECT Proposal

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