Alumni System

1. 0 Introduction A University is a growing academic institution. Number of under graduates and post graduates pass out each year and play their role in the different departments of the life i. e. commerce, science, Technology and textile. Maintaining the records of these vary students is an important task. Those students who left the university after completion the master or under graduates programs are called alumni of the university.

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System is a productive, integrated, and extensible software development life-cycle tools platform that helps software teams by improving communication and collaboration throughout the software development process. A well-designed alumni system ensures that data are readily available to manage the education system efficiently and to effectively meet the needs of alumnus/alumni. 2. 1 Background This study involves the development of a computerized alumni system for a college. The main focus of the system is on teamwork to analyze the systems requirements.

Separate alumni data become an alumni system when they are linked together or made accessible to perform one or more critical functions. These functions may include generating reports, adding/deleting/changing records, and making alumni ID. Like individual, alumni records may be housed in several ways: as paper files in filing cabinets, on microfilm, in computer files, or in a combination of methods. To improve the efficiency and usefulness of data, many schools, school districts, and state education agencies have entered their alumni data into automated databases.

Automated systems using available computer technology offer tremendous advantages over traditional paper systems. However, most computerized systems still rely on paper records at various stages within the system. The role of a system can’t be ignored doing things faster, doing things better, and doing thinks smarter these all traits are possible just because of two words, Alumni system. To get contact with the old students and to provide the assistance to this old student for their future progress in all field of life and maintain the record of the passing out students. 2. 2 Problems in the System 1. 2. 1 General Problem

Alumni Organization does not have already a computerized tracking system of the alumni. As such, they are having a hard time in recording all the data of the graduate students because there is existing error in data entry and duplication also. 1. 2. 2 Specific Problems * How to create a program that will maintain the records of the under graduates and post graduates pass out each year? – They manage their record now by using paper files and Microsoft Excel application. In managing the records now there is some problem in which some files or alumni list has been misplaced and there’s an error in recording a data about the under graduates. How to create a program that will help the clerks assess the records of the alumni easily? – By recording the data of alumni they need to give more time in recording a data because first they record the data in paper files and then recording again into excel. It is time consuming. * How to create a program that will be used to manage and organize all the data in the organization effectively and efficiently? -They manage the records now in paper files and encoding its records in the MS Excel. The records or data are not well organized in this way of managing alumni data. 1. Objectives of the proposed system 1. 3. 3 General Objectives To develop a system of alumni that will help them to record and organize the alumni record effectively and efficiently. And to build a system that will serve as the ID maker. 1. 3. 4 Specific Objectives The following objectives below are identified as specific objectives in the design and development of this proposal: * To create a program that will maintain the records of the under graduates and post graduates pass out each year. * To create a program that will help the clerks assess the records of the alumni easily. To create a program that will be used to manage and organize all the data in the organization effectively and efficiently. 1. 3 Significance of the proposed system * Cost savings and cost avoidance A well-conceived and implemented automated system can reduce the costs of handling the paperwork associated with record keeping. Even when such a system proves initially expensive and actual reductions in current costs are not achieved, it is justified given future savings and efficiency. * Quicker response When information from alumni is requested, it is usually needed promptly. * Accuracy

Paper records have traditionally been considered accurate, although not necessarily complete or accessible. Maintaining data quality as information is shared, analyzed, and reported is a characteristic of a well-designed system. Accuracy is vital at every stage, from data collection, to entry, to maintenance in the system. Accuracy provides users with the confidence they will require to rely upon an alumni record. * Getting the needed information An effective automated alumni system should provide the information required on request, easily, and without burdensome trial-and-error searching. * The system provides accurate managing alumni data. This can simplify data collection and enables research that otherwise it would not be very hard. * It can be much quicker than manual system. * Alumni System sometimes has information that cannot be accessed in any other ways because this system is secured. And the only who can access is the users. * These system can use by the alumni organization in any school. It will help them to manage and organize all the data effectively and efficiently. 1. 4 Scope and Limitation of the proposed system Scope * It is password protected wherein only the authorized personnel could access the system. The system is designed for all the schools that has an alumni organization * The system allows the authorized users to view and update or make a change in the alumni records. * It allows the authorized personnel to create an ID of the alumni. * The authorized personnel allow to print an Id of the alumni. * The system allows the users to search in a filter. Limitation * The system will only track the alumni information including their work information and their children/dependent that are studying in the same school. * The system does not have print records function. The system does not cover other system involves in the University. 2. 0 System Development Model Requirements Analysis Maintenance Testing Design Coding Figure 1. 0 System Development Model The proponents used the software development life cycle (SDLC) for the System development model in which it is the entire process of formal, logical steps taken to develop a software product. The phases of SDLC can vary somewhat but generally include the following: A. Requirements and Analysis – In this cycle, the proponents observed the flow of the existing system to know the errors that they encountered in managing alumni record.

The proponents gathered information from the alumni personnel as regards to recording, managing/organizing data of graduate students and post graduates pass out each year. B. System and Software Design – After the first cycle, the proponents will undergo to the development of the proposed system in which how the system work. The proposed software of this system was design by using Visual Basic. Net Language which is more effective in handling or managing all the alumni data. C. Coding – The proponents need to complete the records correctly to avoid error in the system and to complete the functionality of the system functionally.

D. Testing – After the coding cycle, the proponents try if the system will work properly or if it is functioning well. Of course, before the system can be used, it must be tested to see if its free from error. E. Maintenance – In this process, the proponents continue working out or repairing in the system to see the final result or to finalize the system if it works effectively. 3. 0 Data gathering Techniques and Analysis Model Used The following methods/techniques below are identified to gathered data about the system: Interview –The proponents interviewed to gather information about the flow of he existing alumni system to provide data that will help us plan for the creation of the proposed system. Observation –The proponents observed to gather data about the alumni to answer questions. Internet Research –The proponents used internet to research a sample system and to gather an idea about the alumni. The following models below are the analysis model used in this system: DFD –The proponents used this model to determine or to know the flow of the existing system. This serves as the pattern of the proponents to make the system; to recognize the flow of the data of alumni system.

DD –In this model, the proponents stored all the various file specification of the system and those data will be encoded in the database because data dictionary may best be thought of as “data about the data”. ERD –The proponents used this model to determine the entity relationships of the data and to illustrate the relationship among the entities that are used in the database. 4. 0 Description of the Current System 5. 3 Profile of the Current System Current System of Alumni is a paper-based or manual system. Alumni data is, by definition, any written information about the alumni. Alumni data can be described in terms of their contents (e. . , courses taken, year graduated, location and contact no. ). The maintenance of extensive, accurate, historical, and current data about the alumni is essential to the functioning of schools and can promote effective educational practices at all levels of the education system. The contents of the alumni data are determined by the uses of the records. Typical contents may include family information, courses taken and year graduated and other information that is used by the alumni system to promote their success and provide appropriate services. 5. 4 ALUMNI HEAD 1. 0 Go to Registrar/ Departmentent 2. 0 Gather Data 3. 0 Record Data . 0 Transfer Data Paper Files D1 MS Excel D2 5. 0 Save Data Computer Process Model of Current System Figure 2. 0 Process Model of Existing System for the Yearly Recording Data of Alumni ALUMNI 3. 0 Go to IT Department 4. 0 Save Record 5. 0 Print ID COMPUTER 1. 0 Go to Alumni Office 2. 0 Get Alumni IDNumber Figure 3. 0 Data Flow Diagram of Existing System for Making an Alumni ID 5. 0 Software Development Schedule and Estimation 6. 5 Activities and Schedules DESCRIPTION| FEBRUARY-MARCH| | 7-12| 14-20| 21-27| 28-6| 7-13| Background| | | | | | Problems of the Current system| | | | | | Objectives of the proposed system| | | | | |

Significance of the proposed system| | | | | | Scope & Limitation| | | | | | System Development Model| | | | | | Data gathering Techniques & Analysis Model Used| | | | | | Description of the Current System| | | | | | Software Development Schedule and Estimation| | | | | | Description of the Proposed Software| | | | | | Software Implementation| | | | | | Figure 4. 0 Ghantt Chart 6. 6 Cost Estimation One-Time: Machine: ? 14,000. 00 License Software: ? 6,000. 00 ? 20,000. 00 Recurring (x 2months) Foods/Snacks:? 734. 00 Rent PC: ? 1,350. 00 Internet Research:? 113. 00 Electricity: ? 345. 00 Transportation: ? 260. 0 Office Supplies: ? 75. 00 Xerox/Print: ? 100. 00 Sub-Total: ? 2,977. 00 ? 2 Expenses:? 5,954. 00? 5,954. 00 Total:? 25,954. 00 6. 0 Description of the Proposed Software 6. 1 Process Design 1. 0 Go to Alumni Information ALUMNI HEAD 2. 0 Record Data 3. 0 Transfer Data ALUMNI SYSTEM 7. 0 ID Maker 4. 0 Save Data Dat 5. 0 Manage Data 8. 0 Print ID/ Data 6. 0 Edit Data Figure 5. 0 Data Flow Diagram of Proposed Alumni System 6. 2 Data Design tblAlumni Field Name| Data Type| Field Size| AlumniID| Text| 15| LastName| Text| 15| FirstName| Text| 10| MiddleName| Text| 5| Course| Text| 4| Batch| Text| 35| Department| Text| 25|

ContactNumber| Text| 12| Gender| Text| 35| Street| Text| 15| Barangay| Text| 20| City| Text| 20| Province| Text| 25| tblDependent Field Name| Data Type| Field Size| IDNumber| Text| 15| Name| Text| 10| Course| Text| 15| AlumniID| Text| 18| tblWorkInfo Field Name| Data Type| Field Size| CompanyName| Text| 45| DateHired| Number| 10| DateSeparated| Number| 10| Position | Text| 19| Location| Text| 27| TelephoneNo| Number| 10| EmailAdd| Text| 35| AlumniID| Text| 15| tblUser Field Name| Data Type| Field Size| Username| Text| 10| Password| Text| 10| Figure 6. 0 Data Dictionary ALUMNI| AlumniID| LastName| FirstName| MiddleName| Course| Batch|

Department| ContactNumber| Gender| Street| ALUMNI DEPENDENT| IDNumber| Name| Course| AlumniID| WORKINFO| CompanyName| DateHired| DateSeparated| Position | Location| TelephoneNo| EmailAdd| AlumniID| Figure 7. 0 Entity Relationship Diagram 6. 3 Program Design Alumni System HIPO Print ID Create ID Add Record Print Record per Year Delete Record Edit Record Add New Record Search Record ID Maker System Record System Tracking System Search Record 6. 4 Screen and Report Design 6. 5 Software Implementation The proposed system would include the creation and maintenance of a database of millions of student records, with new records added every year.

In addition, the system would require the uploading of large files using highly secure mechanisms. 6. 6. 1 Software Requirements 6. 6. 2. 1 Hardware Requirements The proposed system will run in a computer system with the following hardware configuration: > CPU: 3. 00GHz > RAM: 1. 00GB > Mouse: PS/2 Optical Mouse > Keyboard: 128 Tactile Natural Keyboards > Monitor: SVGA 1024×768 resolution > Video Card RAM: 64MB RAM > Printer: Colored Inkjet 128 dpi > UPS: UPS 15 mins power backup supply > CD-ROM: 54x CD-RW Drive > Scanner: Flatbed 128 dpi > Web Cam: 5. megapixel web cam 6. 6. 2. 2 Software Requirements The proposed system will run in a computer system with the following software configuration: > Operating System: at least Windows XP SP2 > Microsoft Visual Basic 2008 > Microsoft Access 6. 6. 2. 3 Human Resource Requirements The proposed system will require the following personnel: > One (1) clerk > At least computer-literate > User-friendly 6. 6. 2 Installation Process With proper planning and management, alumni system can be a valuable resource to many people, ranging from local school officials to researchers and policy-makers.

While many of the decisions concerning design and implementation are made only once, it is important to note that some aspects of planning and management are recurring and must be reviewed regularly to ensure long-term effectiveness. How will you install, implement, maintain this? * Monthly visit and maintenance * Train the clerk in using the system * Install the system by module/parts or immediately 6. 6. 3 Maintenance Plan Appendices A. 1 Bibliography A. 2 Software Operating Manual A. 3 Curriculum Vitae

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