http://bits-bilkent.wikispaces.

com
Table of Contents
Introduction............................................................................................................................................3
Problem Statement.................................................................................................................................3
Requirements.........................................................................................................................................4
Limitations of the system.......................................................................................................................6
ER Diagram...........................................................................................................................................7
Conclusion and Website.........................................................................................................................8
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Introduction
This report defines and outlines our CS352 project named as BITS (Bilkent Internships
Tracking System). We will design and implement an internship tracking system that helps people in
universities. This report provides the description of our system and ER diagram for the required
database design.
Problem Statement
BITS is a system for automating the tracking of summer internships in a university at a
particular year. As it is described in following section, the system will keep track of secretaries,
faculties, departments, students, companies, quotas, assignments (of students to companies) and
announcements. Students will be able to submit their training reports and CV s , see their grades.
Instructors, secretaries and company representatives will be able to administrate to the system for grade
submissions, making announcements, clarifying quotas etc. There will be privileges for users . As a
result of different user categories such as students and instructors, we will give different levels of
permission for users of the system. As an example; company representatives can not able to evaluate
training reports.
Additionally, all events such as administration, grade submissions 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. We believe that the
advantages of relational database concept has proven, so we decide 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.
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Requirements
We will implement an application which is based on web environment that enables various
operations can be done by different user categories. There are five proposed user categories on our
system :

1. Administrator
2. Instructor
3. Student
4. Secretary
5. Company Representative
Administrator(s) will have the highest privilege in our system. They can access all the data and
can change. They have the privileges to modify the data, manually change the database, grant access to
internship application modification system and supervise applications to the database. They are
responsible for maintenance of the system and taking back ups for emergent situations. If the database
crashes or becomes unusable because of some external or internal issues, admins are responsible for
recovering the system and maintain the reliability of the system back.
Instructor(s) are responsible for grading and evaluating the applications for internship. They are
the ones who can accept or reject applications. They also are responsible for supervising the course
matters. They grade the internship reports and decide whether the internship is valid or not. They can
access to grades and modify the grades of students. An instructor only has access to his/her own
students' records, by other words and instructor cannot access to student records which he/she is not
teaching. Also this type of user may want the report to be revised several times because of insufficient
report content etc. There will be interfaces for sending e-mails or notifications by several media for
informing students about the status of their internship or internship reports.
Student(s) can upload their CVs to the system for easiness of companies while picking trainees.
They can also upload their reports to the system at the end of the internship for their instructors to
evaluate. This system will reduce the paperwork involved in the process. They will be able to send e-
mails to several users such as instructors, secretary or companies about their internship. They can view
the status of their grades or internship process, application process notifications and company intern
quotas. This will help them find their ideal internship easier and make both ends of the process, the
students and the companies, happier.
Secretary will have access to all the data including student, company and instructor records.
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They can make new company information available on the system. They are responsible for
determining the instructor- student match. They can add/remove courses or sections. They can
add/remove student and instructor records. They basically have access to all data an instructor and
student can access.
Company Representative(s) are, unlike the other users, responsible for the company side of the
internship process. They can set quota for accepting applications for internships and set company
informations, update and modify this data. They can scan through the CV database and choose suitable
applicants for their needs. After choosing the applicants they sent a notification to them indicating that
the applicant is accepted for internship.
There will be two types of document. The first type is a CV and as everybody can predict, is
about the student's (applicant's) personal information, abilities, distinctive properties and achievements.
The CV is the standard procedure in applications and in our system user's can electronically submit
their CVs. CVs are accessed by company representatives for choosing the right aplicants. The second
type of document is reports. They are required at the end of the internship for proving and indicating
that the work in internship was done properly and was beneficial for the student. These reports tell the
process of the internship, what the student learned during this training, what he/she gained from this
process and the works the student did in the training with details. The student is required to submit this
report at the end of the internship and the success or failure of the internship is determined by the
instructors by referencing to these reports.
The crucial functionalities of the system is making the internship application process easier and
online. It will make the works of the students, instructors, secretaries and companies much more easier.
Any access made by any user will be logged in the system database with specific stored procedure and
trigger functions. All documents including CVs and reports about current and old semesters will be
saved in the database. At the beginning of the each year, the database is backed up and last year's
documents are archived as old documents.
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Limitations of the system
There is no difference access privileges between first-time trainees and second-time trainees.
They are all considered as students and have same user interfaces.
There is no difference access privileges between summer training 299 instructors and summer
training 399 instructors . They are all considered in instructor user category and have same user
interfaces. However there is a limitation about grading other teachers' students. An instructor can only
access, query and grade his/her own enrolled students.
There is no guest user or any user which is excluded from the identities student, instructor,
company representative, secretary or administrator.
The system can only be accessed by username and password which is given by the system to the
user when the user is first signed up to the system.
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ER Diagram
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Conclusion & Websites
In this report we tried to describe our project Bilkent Internship Tracking System by defining its
properties and designing its conceptual database design.
Our website which includes our project reports can be found at:
http://bits-bilkent.wikispaces.com
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