1. On an Online Database Management System for
Training and Placement Cell
Rohit Mate
Student, Computer Technology, YCCE, Nagpur
mate.rohit11@gmail.com
Devendra Borkar
Student, Computer Technology, YCCE, Nagpur
deva.borkar9@gmail.com
Chaitnya Deshmukh
Student, Computer Technology, YCCE, Nagpur
chaitnya.d@gmail.com
Madhao Wagh
Student, Computer Technology, YCCE, Nagpur
madhaowagh@gmail.com
Ujwalla Gawande
Lecturer, Computer Technology, YCCE, Nagpur
ujwallagawande@yahoo.co.in
Abstract:
This paper focuses on developing application
software to replace the current manual system of student’s
data collection for the Training and Placement Cell of YCCE
by an online system. The proposed system is in the form of
social network website, in which students have their user
accounts, using which they can enter and update the data
required by the training and placement cell. The data is
secured as students enter their enrollment number and library
I-card number while creating an account. To make sure that
the data entered by the students is valid, the validation process
is carried out by T&P administrator. This system is being
designed to replace the existing manual system, which is
cumbersome to handle and prone to errors, as each form is
filled, collected, verified and reentered into the database
manually. After using this system, the only manual work
remaining is verifying the data. On administrator side, various
filters for students (data) are provided in order to sort out the
students according to companies’ needs, when they visit
college for Campus Recruitment Process (CRP).
1. Introduction:
Training and placement cell has the responsibility to
provide the data of all the eligible students to the companies
visiting the college for the CRP. For this, students’ personal
details, his educational background, his results in various
examinations, his extracurricular activities and other relevant
information should be known to the cell. Hence, T&P cell asks
students to ‘fill out’ all the required information and submit it
with the corresponding original documents in order to verify
this information.
In case of YCCE, all this procedure is done
manually, i.e. the data is collected from the students in the
form of a ‘form’, and then it is verified from original
documents, then it is fed to a spreadsheet (excel sheet). When
companies come for CRT, students are sorted out from this

2. spreadsheet. As anyone can assume, this process is quite
tedious and time consuming as well.
Again, if there are some changes in the data of any
particular student (such as initial backlog is cleared and data is
to be updated), he/she has to report T&P Cell each time to
change it, with original documents. This is another work
burden for T&P cell.
This paper focuses on developing such an online
system, which reduces the T&P Cell’s work to a great extent.
Also, students can enter the data from anywhere, as the system
is in the form of a ‘website’. Students just have to create their
user accounts and after that, they can enter or change the data
anytime (or within the timelines specified by the T&P
administrator) they want.
Once the student enters the data, he/she takes all
corresponding original documents to the T&P administrator,
where he verifies the data in the database and marks the
students as ‘verified’, so that the student is available for the
CRP.
Figure 1: Flow of the basic steps in the system
The criteria for students eligibility differs for each
company taking part in the CRP. Hence, to sort out the
students as per companies’ requirements, various filters are
provided on the administrator side. The sorted students’ list
can be output in any form: either printing out a list, or an excel
sheet.
This system also deals with the mechanism to send
the reminder to the students through emails or text messages
or both. The system also provides each student with a
‘Campus Interview Authorization Card’ (CIAC), in which the
student’s data is filled out by the system dynamically.
2. Comparison between existing system and
proposed system:
Currently, the required data is gathered from the
students in the form of a ‘form’ on a paper, which is submitted
along with the attested copies of the original documents.
Depending on these copies, verification is done manually, and
once the verification is done, the data is entered to the
‘spreadsheet’. As it can be clearly assumed, the task is tedious
as well as more prone to errors also. There can be mistakes by
the students (knowingly or unknowingly), by the administrator
while verification and/or while entering the data to the
spreadsheet database. Looking at these possibilities of errors,
there is a need to have a system like one proposed in this
paper. A simple comparison between the manual system and
the proposed system:
Table 1: Comparison of Manual & Online System
Manual System Online System
Data collection on paper Data is collected directly
into to the data base through
a GUI
Verification is a tedious
process
Verification is much simpler
A spreadsheet database
needs to be created
No need of separate
database
Filtering students for
each company is a
complex and time-
consuming process
Filtering students for each
company remains a question
of few clicks
This system is more
prone to errors
This system is designed to
remove the errors in the
manual system
3. Requirement Analysis:
The Requirement analysis of this application
software involves the complete collection and filtering of the
student information according to the different necessary
criteria’s. The various controls and data requirements of the
system are as listed below:
User controls:
• User accounts to students
• Uniqueness
Each Username must be unique.
• Authorization
To avoid fake entries, authorization codes
are needed. They can be:
• University Enrollment No
• Library I-card No

3. • Student data:
• Personal Information
All the personal information of the user
such as name, address, contact no., date of
birth, etc.
• Educational Information
The educational information includes the
academic history and performance of the
student. It can be as follows:
• SSC/HSC/Diploma details
• Engineering details
• Live/Previous Back subjects record
• Educational Gap information
• Other Information
Other information such as student’s
hobbies, his achievements etc.
Administrator Controls:
• Controls on student data
• Verify and approve
Verification of the data entered by the
students on the basis of original documents.
Mark as verified in the database
• Edit data
Administrator must be able to edit the
student data
• Filter data on various constraints
Filtering the students on the basis of
requirements of the companies coming in CRP
• Block “Edit” option on student side after some
time limit
• Print CIAC
• Send emails and SMS to students
• Other controls
• Set schedule
• Set history
• Set notifications
4. Database Tables and Relationships:
Based on the requirements we have just seen, the
various database tables [1][3]
required to maintain the database
of students are as described below:
To store information of user accounts:
A table named Membership [2]
is created in the
database to store all the information required to create a user-
account. The UserName[2]
property of the Membership table is
kept unique, and it is used to relate various tables together in
order to connect User’s data with his/her account.
To store personal information of the users:
A table named PersonalInfo is created in the
database to store all the information under personal
information category. This table also includes UserName
which is used to relate the PersonalInfo table with
Membership table.
To store educational information of users (students):
Various tables under this category are created in
order to store the information regarding the academic
performance in SSC, HSC/Diploma, Engineering, Back
subjects records, etc. All these tables also contain a property
named UserName which is used to relate these tables with
Membership table and with each other.
To store schedule and history:

4. Tables Schedule and History are created to store the
schedule for CRP and History of the placed students. These
tables are not related to the membership tables. They are
independent tables in the database.
A simple database design:
User is provided with user accounts. So, he can enter
all the data after logging in to the system. When user enters
the data in the system, it is stored as ‘his’ data in the system
[3]
.That means, the data of each user is related to his respective
user account. In other words, the database tables which store
students’ data are related to the ‘Membership’ table in the
database. The general database design with relationships is as
shown below. The tables ‘History’ and ‘Schedules’ are not
related to the ‘Membership’ table.
Fig 2: Relationships between various tables in the database
5. Algorithms:
To ensure that the accounts created are unique, and
the authorization codes are not repeated, the following
algorithm [2],[5],[6],[9]
is implemented. All data of any particular
student is bound with his/her UserName, so the basic
requirement is that the Username should be unique. The
following algorithm suffices this requirement:
Uniqueness of User Accounts
MembershipUser user=new MembershipUser();
foreach(User u in Users)
{
if(user.UserName==u.UserName)
{
throw new Exception(“User name already
exists”);
}
}
Once the user account is unique, the other required
fields can be checked for the uniqueness. One of the
authorization codes i.e. Enrollment number, can be made
unique using following algorithm [2],[5],[6],[9]
.
Uniqueness of Enrollment number
MembershipUser user=new MembershipUser ();
foreach(User u in Users)
{
if(user.EnrollNo==u.EnrollNo)
{
throw new Exception(“Please enter a valid
enrollment number”);
}
}
Similarly, the library I card number can also be
made unique. Algorithm for this is as follows [2],[5],[6],[9]
:
Uniqueness of Library I-card number
MembershipUser user=new MembershipUser();
foreach(User u in Users)
{
if(user.IcardNo==u.IcardNo)
{
throw new Exception(“Please enter a valid
library icard number”);
}
}

5. In spite of making these authorization codes unique,
there is a need to accept a specific format for these codes. For
e.g. the library I-card number for YCCE is of 7 digits, so the
system should accept only that number, which is of 7 digits.
Similarly, the enrollment number is of 5 digits, preceded by
“NU/A‘y’/”, where ‘y’ possesses the year code (e.g.
NU/A8/35499). Again, in case of email address, a specific
format such as “a@b.c” should be accepted, and for other
formats, system should raise errors.
To achieve this, regular expressions are used. For
e.g. the regular expression [4]
for email address is as given
below:
@"w+([-+.']w+)*@w+([-.]w+)*.w+([-.]w+)*"
Similarly, for Library Icard number, the simple regular
expression is used as shown:
d{7}
6. Results:
Some of the database tables which we have created
are given below. Also, the registration form to create new
account is also shown below:
Fig 3: Database table to store personal information
Fig 4: Database table to store campus history
Fig 5: Database table to store CRP schedule

6. Fig 6: Registration form- Step 1
Fig 7: Registration form- Step 2
7. Conclusion:
The proposed system is used to overcome the
limitations and flaws in the existing manual system, which
will be beneficiary to college (T & P Cell) and the students,
and which will give a smart environment to work, with
reduced human efforts.
8. References:
1. Michael Rys, “Bringing the Internet to your Database:
Using SQL Server and XML to build Web”, Proc. of the
International Conference on Data Engineering(2001)
2. Yeshwant Kanetkar & Asang Dani, ‘C# .NET Fundas’,
Vol I, BPB publications, Delhi
3. E.F. Codd, “The Relational Model for Database
Management”, version 2, Addison Wesley(1990)
4. Jeffrey E.F. Friedl, “Mastering Regular Expressions”,
O’reilly media publications, 2nd
edition
5. Silberchatz, Korth, Sudarshan “Database System
Concepts”, 4th
edition, TMH
6. Asang Dani, “Quest Video Courseware in C# &
ASP.NET”, KSET India Pvt. Ltd.
7. Web Reference: http://www.microsoft.com/express
http://www.asp.net
8. AJAX Toolkit: http://ajaxcontroltoolkit.codeplex.com
9. MSDN(Microsoft Developer Network) library:
www.msdn.microsoft.com
9. About the authors:
Devendra Borkar is pursuing his bachelor’s degree
in Computer technology at YCCE, Nagpur. His main
research interests include web development.
Chaitnya Deshmukh is a student of Computer
Technology at YCCE, Nagpur. His area of interest
lies in programming and software engineering.
Madhao Wagh is pursuing his bachelor’s degree in
Computer Technology at YCCE, Nagpur. His areas
of interests include Operating Systems and
Embedded Systems.
Rohit Mate is a student of Computer Technology at
YCCE, Nagpur. His main interest is in software
development technologies, especially Web
technologies.

7. Fig 6: Registration form- Step 1
Fig 7: Registration form- Step 2
7. Conclusion:
The proposed system is used to overcome the
limitations and flaws in the existing manual system, which
will be beneficiary to college (T & P Cell) and the students,
and which will give a smart environment to work, with
reduced human efforts.
8. References:
1. Michael Rys, “Bringing the Internet to your Database:
Using SQL Server and XML to build Web”, Proc. of the
International Conference on Data Engineering(2001)
2. Yeshwant Kanetkar & Asang Dani, ‘C# .NET Fundas’,
Vol I, BPB publications, Delhi
3. E.F. Codd, “The Relational Model for Database
Management”, version 2, Addison Wesley(1990)
4. Jeffrey E.F. Friedl, “Mastering Regular Expressions”,
O’reilly media publications, 2nd
edition
5. Silberchatz, Korth, Sudarshan “Database System
Concepts”, 4th
edition, TMH
6. Asang Dani, “Quest Video Courseware in C# &
ASP.NET”, KSET India Pvt. Ltd.
7. Web Reference: http://www.microsoft.com/express
http://www.asp.net
8. AJAX Toolkit: http://ajaxcontroltoolkit.codeplex.com
9. MSDN(Microsoft Developer Network) library:
www.msdn.microsoft.com
9. About the authors:
Devendra Borkar is pursuing his bachelor’s degree
in Computer technology at YCCE, Nagpur. His main
research interests include web development.
Chaitnya Deshmukh is a student of Computer
Technology at YCCE, Nagpur. His area of interest
lies in programming and software engineering.
Madhao Wagh is pursuing his bachelor’s degree in
Computer Technology at YCCE, Nagpur. His areas
of interests include Operating Systems and
Embedded Systems.
Rohit Mate is a student of Computer Technology at
YCCE, Nagpur. His main interest is in software
development technologies, especially Web
technologies.