COLUMBAN COLLEGE, INC.

Olongapo City
College of Computer Studies

A Web-Based Alumni Management System for Columban College Inc.

Chapters 1, 2 and 3
for
ICT104E - Integrative Programming and Technologies (BSIT 4-A)
For the Degree of
Bachelor of Science in Information Technology

Submitted by:

Aquilino, April Ross

Dela Cruz, Leofer Rodel T.
Pilorin, Aurora Kylamae B.
Vargas, Melvin

Submitted to:

Prof. Analiza Berania

Capstone Project Adviser

February 08, 2023

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Olongapo City
College of Computer Studies

TABLE OF CONTENTS

CHAPTER I: INTRODUCTION

Project Context …………………………………………………………

Purpose and Description ………………………………………………
Objectives of the Study…………………………………………………
Scope and Limitation of the Study…………………………………….
Definition of Terms……………………………………………………

CHAPTER II: REVIEW OF RELATED LITERATURE AND STUDIES

Technical Background…………………………………………………
Related Literature………………………………………………………
Related Studies/Systems ……………………………………………...
Synthesis. ……………………………………………………………..
Conceptual Framework ……………………………………………….

CHAPTER III: METHODOLOGY

Requirements Analysis …………………………………………………

Requirements Documentation …………………………………………
Design of Systems …………………………………………………….
Data Gathering Procedures ……………………………………………
Development and Testing …………………………………………….
Description of Prototype ………………………………………………
Implementation Plan ………………………………………………….
Implementation Results ………………………………………………

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Olongapo City
College of Computer Studies

CHAPTER I

INTRODUCTION

The alumni management system is a platform that can serve as an interactive medium
between the former students and the institution, allowing them to communicate with one
another. By facilitating involvement and participation, connecting, interactions, and many
other approaches, web-based alumni management systems assist college or universities in
effectively creating and maintaining their alumni network. The school values all its
former students and treasures their alumni so they make an effort to stay in touch and
communicate with them. In particular, because they are a truly valuable asset, institutions
shouldn't allow themselves to lose influence over its alumni.

Having an alumni management system is essential for every college as these will keep
the records of the students that have been a part of the school for a long time. Also, they
symbolize and continue to represent the school after they graduate therefore Columban
College Inc. and the alumni should still have connection. Having a web-based
management system will be very helpful for the alumni as they can now filter out
information that they need or want to see such as updates, events, and job opportunities,
same as for the school as the alumni department can now easily manage and organize
records as well as for posting updates to inform the alumni.

In addition to our research, the Columban College Inc are always looking for faster, more
efficient ways of doing things. for this reason, many departments and offices transitioned
from manual to digital or web-based systems. Alumni work for different organizations
around the world. In order to keep informed and relevant, alumni can always help current
students by providing them with their own knowledge and information from their
experiences.

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Olongapo City
College of Computer Studies
RESEARCH LOCALE

For the last few years, the alumni data and information records of Columban
College, Inc. are kept manually by the Admissions and Registration Office. In the early
years, manual or paper-based alumni management systems are more prevalent because
technology is not yet advanced enough. These documents are stored in a safe place inside
the office of admission and registration, the alumni files are then sorted by batch, year
and courses. Only a few courses were offered at the time, so the amount of space needed
to store the data was just enough. As a result, managing alumni records were not yet too
complex because the files could still be sorted correctly.

As the years passed and the total number of alumni information and data increased, the
school struggled to maintain the records manually because it requires a lot of time and
effort, paper-based records are bulky and take up a lot of space to separate each batch and
course, require extra work to keep them safe, lack of backups, limited security, error-
prone, and most of the files became unorganized due to the volume of records they need
to manage. Since then, the school continues doing the current system until today, which
negatively affects both the Alumni and External Affairs Office and alumni graduates.

The Alumni and External Affairs Office communicates with the Admissions and
Registration Office to acquire a record of alumni, as they are responsible for doing so.
Since there is still no system in place for the web-based alumni management record, both
offices have copies of the traditional or paper-based alumni files which they still have
today.

In response to this problem, our group came up with an idea of a proposed system
entitled “A Web-Based Alumni Management System for Columban College Inc.”. This
project aims to analyze, design and develop a functional alumni management system for
the alumni department of the school. The proposed web-based alumni management
system will not only help keep records of former students and organize it, but also filters
data based on batch, year, course and makes it available for better analytics.

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Olongapo City
College of Computer Studies
PURPOSE AND DESCRIPTION

The Alumni Management System uses a web-based system which provides access to a
software system using a computer and internet connection. This is connected with a
database to store the data along with web interface to display the alumni data and other
details or important information. The system will contribute in addressing the problem of
the current system. Our group came up with a suggested implementation and when put
into consideration that the problems that the alumni department currently experiences
will be brought to a minimum.

With the implementation of the Web-Based Alumni Management System for Columban
College

Inc., the following beneficiaries will be benefitted:

 The Admissions and Registration Office – as they won't have to receive

requests for the Alumni and External Affairs Office, which are constantly
an issue, the admin and staff of the ARO will have reduced tasks and
responsibilities.

 The Alumni and External Affairs Office – the admin and staff of the
Alumni and External Affairs Office won’t need to request for alumni data.
Also, the paper work will be minimized as the system is web-based which
helps manage alumni records easily.

 Alumni – Graduates or former students of Columban College can now

have easy access to the updates on school, events, announcements and job
offers. The system allows constant touch between the school and the
alumni which makes it easier to contact each other if assistance or help is
needed.

 Students of Columban College – Alumni are excellent role models for

current students and often in a position that can provide actual assistance

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Olongapo City
College of Computer Studies
and guidance to the students when they begin their professions and start
their careers in life.

 Researchers – Since the study allows our team to know and understand
the problems of the existing system, we can now address the problems by
developing a web-based alumni management system.

 Future Researchers – The web-based alumni management system will

always be open for further studies and researchers, in order to improve and
develop the system for longer-term usage.

OBJECTIVES OF THE STUDY

The study aimed to improve the existing system of alumni and external affairs office of
Columban College Inc. on the quality and management of the alumni records and
interaction between the school and its former students. Specifically, it aims to:

1. Design and develop a Web-Based System called “A Web-Based Alumni

Management System for Columban College Inc.” which will be capable of:

a. Allowing the admin to update, add, delete and edit alumni data and
information.

b. Providing organized list of alumni records.

c. Providing accurate analytics on the number of students per batch, year and
course.

d. Allowing constant connection between the school and its alumni by

maintaining interaction with the use of the system.

2. To design a system that will reduce the amount of manual work required.

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College of Computer Studies
3. To design a system that has user friendly interface that is easy access for both
alumni and admin.

4. To design a system that will provide quick retrieval of data and large amount
of data processing.

5. To implement and deploy a system that will improve and provide the school’s
needs of better alumni management system that will benefit the alumni admin,
alumni and also the current students of the school.

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Olongapo City
College of Computer Studies

CHAPTER II

REVIEW OF RELATED LITERATURE

This chapter presents the review of related literature and studies that will allow
the researchers to identify general details and citations in the current study, as well as a
technical background that will explain the formality of the project, details of the systems
to be used, and the project's significance.

Technical Background

The proponents have used web-based program wherein the users can access it
through any digital platforms. The Web-based Alumni Management System assist college
or universities in effectively creating and maintaining their alumni network. without
using the traditional process.

These are some of the technical terms that are being used in our project:
Bootstrap, PHP, MySQL, HTML, CSS, JavaScript, XAMPP, and VS Code.

Some of the terminologies stated above are also the technology being used in our
project. These technologies are:

 Bootstrap - an open-source, cross-platform framework for web

development. And also, bootstrap is used to build websites and apps.

 PHP - a programming language. It is a general-purpose scripting language.

And also, PHP is used to create websites. It is used to code software

 MySQL - an open-source database software. It is used to store information

in a database. However, it's more of an idea than a real thing, but it works
with a set of rules instead of binary algorithms.

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Olongapo City
College of Computer Studies
 HTML - It's used to create websites, and is primarily used for building
interactive media.

 CSS - a general-purpose programming language that describes the

appearance of interactive work.

 JavaScript - a cross-platform programming environment that is written in

the Python programming language.

 XAMPP - an object-oriented programming language that is used to create

an online collaboration platform. Any latest version.

 VS Code - an open-source programming environment that allows

developers to create code in a variety of programming languages.

Related Literature

Local Literature

According to Etcuban, J. O., & Durano, D. S. (2015). International Journal

of Multidisciplinary Research (IAMURE) “Development of an Alumni Database
for a University”. Alumni databases are essential to every educational
institution. The school needs information and data to communicate, confirm,
archive, and look into the alumni. These are also utilized to confirm the
discrepancy between graduates' knowledge and skills and the necessary
credentials demanded by companies. It determined the success of the college's
education and the accomplishments of its graduates. The study's objective was to
create and develop a University of Cebu alumni database that would address
issues with alumni tracing. The suggested system would give users the ability to
register and produce data for the purpose of locating graduates.

The study concluded that in comparison to the traditional technique of

data recording, an alumni database system is by far a better tool, cost- and time-

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Olongapo City
College of Computer Studies
saving technology. Additionally, it will simplify the university's efforts to support
alumni in spreading information developments that are pertinent to other global
stakeholders. Therefore, the analysis, design, and development of the alumni
database best match the Davis Technology Acceptance Model.

The Engineering, Technology & Applied Science Research “Development

of an Alumni Databank: The Case of Nueva Ecija University of Science and
Technology.” of Navarro, E. C. (2022). Stated that the office of alumni affairs and
placement in Nueva Ecija University of Science and Technology (NEUST),
which is the third oldest school in the province of Nueva Ecija, never have a
computerized system for maintaining alumni databases information about
graduates from universities. They continue to manually gathering, processing, and
storing alumni data tedious. Alumni Affairs and Placement Office's challenging
environment starts once the graduates get their diploma and other necessary the
University's records. The lack of contact, frequent changes to personal
information, and lack of relevant connections to them make getting data from
them more difficult. As a result, producing trustworthy and on-time reports takes
time. The creation of a NEUST-SIC alumni databank is pertinent to the situation
and timely to address these worries. The Alumni Affairs and Placement Office
and the graduates are intended to connect through the created Alumni Databank.
The giving of Analytics enables quick processing of the data, allows for clear
communication and concentrates on future analysis. Graduates' names are
included in the downloadable reports. The overall number and employability are
filtered by gender and course. The Alumni Databank is considered essential, to
understand and evaluate the graduates' current situation, as well as for the
university to have a repository for alumni records, to suit the university's needs.

With the help of the created Alumni Databank, a connection is made

between the graduates and the Alumni Affairs and Placement Office. The Office
benefited much from it, especially when it came to tracking down graduates and
maintaining the data on them. The San Isidro Campus of NEUST established the
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Olongapo City
College of Computer Studies
repository of alumni record management with the following features: online
registration, posting of employment openings from the University and other job
postings from partner organizations. Reports with analytics were given, including
data on graduate generation, employability, and graduates grouped by gender.
With some data analytics, the created system was able to generate printable
reports of alumni records.

In the study conducted by Capili Kummer, M. G., & Corpuz Batugal, M.

L. (2021) “Dynamic Alumni Monitoring with Decision Support System” stated
that building dependable national high potential employees of skilled workers is
essential for creating industries and businesses that are sustainable. It is crucial to
investigate the market's requirements as well as to measure, examine, and
compare the supply and demand for graduates' abilities and competencies. A
tracer study is an effective approach to keep the curriculum current in any
educational setting and to give graduates advantages that will increase their
marketability and employability.

The ability to track a school's graduates' whereabouts, achievements,

employment, and production is one of the best methods to promote that school.
The output of graduates is a good indicator of the quality of instruction and
support provided by any institution. Most frequently, schools find it challenging
to stay in touch with their alumni. In order to track their graduates more quickly
and easily, school managers should be able to implement new techniques.
Nowadays, there are more chances and opportunities thanks to rising technology
and technological development to make people's lives easier. This includes school
operations, specifically tracking graduates. The problem of graduates' traceability
is therefore resolved by the Dynamic Alumni Monitoring with Decision Support
System. The system is able to create the reports that administrators and professors
need, and it can serve as a template for other universities looking to track down
their graduates. In addition, this application can be used to collect data from

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Olongapo City
College of Computer Studies
graduates more quickly and conveniently, providing administrators, academics,
and staff with a clear image of the profile of the alumni.

According to Alegado, L. M. (2015) the internet is an effective tool for

connecting people. Most people today use it as a means of exchanging
information and knowledge, and it appears that practically everyone is online. The
goal of the online alumni information system was to assess how well the current
alumni information system performed in terms of accessibility, dependability, and
timeliness. The researcher came to the conclusion that the Online Alumni
Information System should be created and put into use in response to the findings.
The system enhanced the current alumni information system and gave all of her
stakeholder’s alumni, graduating students, registrar, guidance counsellors, and
school administrators easy access to information. The Online Alumni Information
System fills the communication gap between alumni and the school by giving
them access to each other's information and facilitating communication. Since the
Online Alumni Information System is so simple to use, keeping in touch with the
alumni is made simpler. People might communicate with people all around the
world because we are now living in a digital age.

According to Quitevis, C. Q., Lopez, F. D., Binay-an, I., & Sanidad, R. A.

(2019) the majority of alumni already have regular or permanent jobs. This
suggests that the majority of graduate school graduates are already secure in their
individual positions and have professional career.   The results indicate that the
graduate school alums are in good positions or jobs in the organizational
hierarchy where they belong, but there are also some who have held other higher
positions like Supervisors, Master Teachers I, Supervisors, Administrators etc. In
addition, the majority of them received promotions. This shows that the majority
of alumni have profited professionally from having graduate degrees. Their
knowledge and skills, which they acquired and improved while obtaining their
individual degrees, allowed them to advance in their professions.

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Olongapo City
College of Computer Studies
Support for students shows a strong connection between business and
critical thinking abilities. The results show that students' entrepreneurial abilities
are better developed if they have access to hands-on activities, laboratory work,
experiments, and research projects that also call for the use of critical thinking
skills. The graduate school's offerings should be continually upgraded, especially
the capabilities that alumni found to be particularly helpful in their current
professions.

Foreign Literature

1. Development of Intelligent Alumni Management System for Universities

According to Khan, Nayyar Ahmed and Siddiqi, Ahmed Masih Uddin and
Ahmad, Mohammad (2021). “Development of Intelligent Alumni Management
System for Universities” In recent years, there has been a greater need for contact
between graduates and their institutions and universities. Learn a lot about them,
their requirements, and those of the labor market. This study is still helping to
develop a strong foundation of graduates and university students who are
interested in finding out more about the requirements for qualified labor in Saudi
Arabia, strengthening the labor market for new technologies and efficiency. The
faculty also wants to keep in touch, thus communication between graduates and
the university may be advantageous for both parties. employing a web
application, keeps in touch with its graduates, and establishing a route for social
and professional communication between the faculty and the graduates. Those
who have graduated from the Faculty of Engineering and Computer Sciences are
known as a former student of this institution. Graduates make a lot of social
connections during this time. both their professors and their classmates. Most of
the time after graduation, these connections are broken. continue. Typically, a
student loses most of his contacts after graduating from college. The faculty,
however, does not wish to see this pattern persist. Professors may view their
graduates as prospective business partners with the potential for collaboration

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College of Computer Studies
following the studies. Graduates are a great source of information and
constructive criticism that could aid the caliber of the professors.

2. Web-Based Abulyatama Alumni Information System

According to Ardiansyah, T. M. (2021). “Web-Based Abulyatama Alumni

Information System” Tracer studies examine the results of graduates' or alumni's
post-graduation tracer investigations. To collect data for a tracer study, STMIK
Abulyatama must currently do it manually by mailing out questionnaires and
performing phone interviews with alumni and businesses. As a result, it is
essential to provide a com prehensive E-Tracer study service that can give
information to universities for curriculum modifications, track alumni in great
detail, and assess user satisfaction among college graduates. To determine the
alumni information system using a web-based programming language, to design
an alumni management information system using Data Flow Diagrams (DAD)
and programming languages like HTML, CSS, JQuery, JSON, PHP, and MySQL
as databases, and to make the current system even better by developing an
information system that can enhance performance on alumni data collection at
Abulyatama University. The research is in many stages, including literature
review, data collection, systems analysis, system creation, and report preparation.
According to the examination of the alumni information system's findings, it is
still done manually at this time.

3. Design of Alumni Portal with Data Security

According to B. M, S. K, P. V, S. E. S and R. C. M, (2021). "Design of

Alumni Portal with Data Security" Graduate and past students make up an alumni
association. Colleges rely on alumni to mentor students, which enables current
students to connect with graduates to learn about numerous job prospects,
including industry trends, industrial events, internships, scholarships, and more.
To actively participate in registering, searching for, and managing the alumni

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College of Computer Studies
information to receive more updates, this project handles the freshmen and old
graduate students with their individual information. The goal of the Alumni
Portal's chosen Dynamic Design is to facilitate the connection between all alumni
and students. Information on colleges, special events, careers, and post-campus
placements is provided through this alumni portal. To secure the data, the SMS4-
BSK cryptosystem is employed.

4. Tracing the Experiences of an Inaugural Postgraduate Distance Education

Alumni cohort of the University of Zambia.

According to Manchishi, P. C., Simui, F., Ndhlovu, D., & Lukali-

Thompson, C. (2020). “Tracing the Experiences of an Inaugural Postgraduate
Distance Education Alumni cohort of the University of Zambia” In this study, we
follow the experiences of the University of Zambia's first batch of postgraduate
distance education alumni. The University of Zambia and Zimbabwe Open
University (UNZA-ZOU) Collaboration project served as the study's inspiration.
The project's first cohort of Postgraduate distance learners enrolled in 2014 and
later graduated in 2016 as part of the initiative. Given that postgraduate distant
education was still in its infancy, policy and practice might benefit from the
lessons learned from the first cohort. Targeting all of the graduates in the first
cohort, a qualitative method was used with a modified Online Google Form, and
24 individuals consented to share their lived experiences. The results showed that
while some research participants kept their jobs following training, a sizable
portion of them were promoted to higher positions. Their opinions of the
programs were largely favorable. However, several participants expressed some
worries about the quality of the training materials and the supervision of the
research, among other things. The report makes the following recommendations: I
UNZA-ZOU should carefully explore increasing the profile of study materials by
including examples from other countries in addition to Zimbabwe. Additionally, it
is necessary to carry out a small study that will concentrate on the employers'
perspectives on the programs.
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Olongapo City
College of Computer Studies
5. Website Development for Alumni of Education Information Technology.

According to Permana, R., Budiman, R. D. A., Ramadhani, D., & Putra,

A. A. (2022). “Website Development for Alumni of Education Information
Technology” The technology used to create, store, or disseminate information for
human use is referred to as information technology. Information technology is
now more frequently connected with high-speed communication and processing,
such as computers and mobile phones. As a learning environment, the Pontianak
IKIP-PGRI Institute of Teacher Training and Education of the Indonesian
Teachers Association (IKIP-PGRI) needs information technology to support
operations. According to the findings of observations made through conducting
interviews, the study program has an information system website that provides
information about study programs; however, the information system has several
flaws. In particular, there is no alumni data information system and the news and
job openings have not been updated. Based on these issues, the researcher plans to
use the R&D process and the ADDIE approach to creating a web-based
information system for the alumni database. Two system specialists validated the
system development outcomes to determine the feasibility percentage. The alumni
information system has undergone usability, functionality, and visual
communication tests to determine its viability. These attributes' total average
values are 4.20 and 4.65, respectively, and both of these values meet the "Very
Good" standard.

Synthesis

The research paper by Corpuz Batugal, M. L., and Capili Kummer, M. G.

(2021) claimed that the production of graduates is a good indicator of the standard
of education and support given by any school. One of the greatest ways to
promote a school is to be able to follow the whereabouts, accomplishments,
employment, and output of its graduates. In a similar context, the study by
Quitevis, C. Q., Lopez, F. D., Binay-an, I., and Sanidad, R. A. (2019), the

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College of Computer Studies
majority of graduates already have stable jobs. They were able to advance in their
occupations thanks to the skills and knowledge they developed and added to while
pursuing their individual degrees given by any their previous school. This shows
that the majority of students and alumni are already secure in their respective
roles and have established careers. And Manchishi, P. C., Simui, F., Ndhlovu, D.,
& Lukali-Thompson, C. (2020). The results showed that while some research
participants kept their jobs following training, a sizable portion of them were
promoted to higher positions. Both proves the involvement of the benefits of the
alumni graduate from their previous school as well as the benefits of the school
from its former students.

Another research study by Alegado, L. M. (2015) the internet is a useful

tool for establishing connections between people. Today, the majority of people
use it as a medium of knowledge and information exchange, and it seems like
almost everyone has access to the internet. By enabling communication and
providing access to each other's information, an online alumni system closes the
gap in communication between alumni and the school which will make it easier to
keep in touch with the former students and the institution. Which proves the
research study of the related literature stated below.

Etcuban, J. O., & Durano, D. S. (2015) concluded that in comparison to

the traditional technique of data recording, an alumni database system is by far a
better tool, cost- and time-saving technology. The Alumni Databank is considered
essential, to understand and evaluate the graduates' current situation, as well as for
the university to have a repository for alumni records, to suit the university's
needs stated by Navarro, E. C. (2022). The faculty also wants to keep in touch,
thus communication between graduates and the university may be advantageous
for both parties. employing a web application, keeps in touch with its graduates,
and establishing a route for social and professional communication between the
faculty and the graduates according to Khan, Nayyar Ahmed and Siddiqi, Ahmed
Masih Uddin and Ahmad, Mohammad (2021). All of these studies together
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College of Computer Studies
confirmed that developing an Alumni Management System will ensure to
maintain the connection between the school and alumni, which will benefit both
alumni graduates and the institution.

Related Systems

Originally claimed by De Ocampo, M. B. (2012) Approximately 80% of

those who have entered the workforce are believed to have received their
education in the private sector, which has made significant contributions to the
nation's highly qualified labor force. In the Philippines, a university's reputation
for producing good graduates who find employment with ease after graduation is
most likely linked to this fact.

Wienkes, K. ( 2010 ) An business must grow as it expands in order to

manage the growing volume of information needed for efficient operation. This
entails converting from analog to digital in the modern day.

Synthesis

In terms of the assistance given in the management of the internal

organization of the alumni organization, including the management of the contact
information of the alumni database handling, and archiving of alumni records, the
Alumni Tracer System and Leadership and Alumni Tracking System are
comparable.

In terms of the issue to be addressed, which is the high unemployment and

underemployment of new professionals of various fields, the related literature of
De Ocampo (2012) and Wienkes, K (2010) is in accordance with the study of the
suggested system.

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Conceptual Framework
A Web Based Alumni Management System identifies the process which is the
IPO or the Input Process Output for Columban College Inc.

Figure 1 - IPO Model

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College of Computer Studies
CHAPTER III

METHODOLOGY

This Capstone Project aims to analyze, design, and develop a functional alumni
management system for the alumni department of Columban College Inc. The systems
development life cycle model is used as the guideline for the phases or the processes that
we need to follow for the development of the proposed alumni management system. We
have chosen an iterative model as our methodology or software development life cycle
(SDLC) for this system. The iterative model is a particular application of a software
development life cycle (SDLC) that focuses on an initial, basic implementation that then
gradually adds more complexity and a wider feature set until the final system is finished.

The Iterative model for us is the most simple and easy way to guide the
development of our proposed alumni management system. The cyclical process of it
really helps on how can we improve our system, it’s also very easy to follow along as the
process is very easy to understand. By using the iterative model, we are able to look back
on the tasks or the chapters that we already have accomplished and we can do a new or
improved version of it, because as we continue on developing each chapter, we cannot
avoid on changing or adding and subtracting information. So, looking back to the
chapters that we already completed really helps on how can we improve that chapter and
also the chapter that we are currently doing.

The iterative model enables us to begin even if we haven't finished every stage,
and because of its cyclical process, we are able to repeat as needed to improve our system
and documentation process. By doing this, we may easily enhance or improve our earlier
works. And as a result, we may modify the code or the way the system is implemented in
a short amount of time since we constantly improve our previous work.

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College of Computer Studies

Requirements Analysis

Figure 2 - Existing Alumni Management System

In the current alumni management system, the Admissions and Registration

Office is in charge of handling alumni data, so the Alumni and External Affairs Office
must always send a request if they need specific alumni data or information. As shown in
the diagram, these requests are not always granted, so if they are, the Alumni and
External Affairs Office will send another request until they receive what they requested.
If they have already obtained the information or data they require, they will move on to

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College of Computer Studies
informing alumni, whether through email or a Facebook group or page. In the end, they
will wait for responses to their updates. However, unlike Facebook groups and pages,
where responses are easy to read, emails do not have any kind of assurance that they will
be received as emails do not have any kind of verification, so they are unsure if they will
receive anything.

Figure 3 - Proposed Alumni Management System

In the proposed alumni management system, the Admissions and Registration

Office is still in charge of handling alumni data but the Alumni and External Affairs
Office will now have its copy of the alumni data/ information they need, so the Alumni
and External Affairs Office don’t need to end requests to get a specific alumni data or
information from the Admissions and Registration Office. As shown in the diagram, the
Admissions and Registration Office and Alumni and External Affairs Office are no
longer connected, so this solves the first problem of the Alumni and External Affairs
Office. We also included a verification code for emails to solve the issues regarding
unverified and not updated accounts.

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Olongapo City
College of Computer Studies

Requirements Documentation

UML diagram/Data Flow Diagram

Figure 4 – Use Case Diagram

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Olongapo City
College of Computer Studies

Table 1
Alumni Management System Admin Login Page
Use Case ID: 001
Use Case Name: Admin Login Page
Actors: Administrator, and Alumni Department Staff
Summary: The process allows the admin to have access to the alumni
management system.
Basic Flow: 1. The system will ask for the login detail (username/email
and password) of the admin/
2. The admin will enter their username or email and
password to login into the system.
3. The system will check if its correct or not.
4. If correct the admin can enter and access the system.
5. If not, the admin should enter their details again.
Pre-Conditions: The admin’s username or email is registered and the
password is correct.
Post-Conditions: The admin can access the system.

Table 2
Alumni Management System Admin View Information Page

Use Case ID: 002

Use Case Name: Admin View Information Page
Actors: Administrator, and Alumni Department Staff
The process allows the admin to view the data or
Summary:
information of the alumni in the system.
1. The admin can filter or choose a record.
2. The system will see if the record does exist.
Basic Flow:
3. Then the system will display results of the specific
record/s.
Pre-Conditions: The record must be already existing in the system.
The admin can view, edit and delete the record from the
Post-Conditions:
system.
Table 3
Alumni Management System Admin Search Page

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Olongapo City
College of Computer Studies

Use Case ID: 003

Use Case Name: Admin Search Page
Actors: Administrator, and Alumni Department Staff
Description: The process allows the admin to search for information or
data from the system.
Basic Flow: 1. The admin will enter any record in the search box.
2. The system will see if the record does exist.
3. The system will display all the results of the searched
information/data from the system.
Pre-Conditions: The record must be already existing in the system.
Post-Conditions: The admin can view, edit and delete the record from the
system.
Table 4
Alumni Management System Admin Add Page

Use Case ID: 004

Use Case Name: Admin Add Page
Actors: Administrator, and Alumni Department Staff
Summary: The process allows the admin to add new records to the
system.
Basic Flow: 1. The admin will add new record or alumni information.
2. The system will save the new input.
Pre-Conditions: The added record does not exist in the system.
Post-Conditions: The system will save the new record and allow the admin
to update it.
Table 5
Alumni Management System Admin Edit and Delete Page

Use Case ID: 005

Use Case Name: Admin Edit and Delete Page
Actors: Administrator, and Alumni Department Staff
Summary: The process allows the admin to edit and delete the record
from the system.
Basic Flow: 1. The admin will make changes or delete something from
the records.
2. After every editing or deletion the admin must save it.
3. The system will automatically save the edits and
remove deleted information.
Pre-Conditions: The record that will be edited or deleted should exist in
the system.
Post-Conditions: The system will save the edited data and delete the
removed records.25
 COLUMBAN COLLEGE, INC.
Olongapo City
College of Computer Studies
Table 6
Alumni Management System Admin Update Page

Use Case ID: 006

Use Case Name: Admin Update Page
Actors: Administrator, and Alumni Department Staff
Summary: The process allows the admin to update new information
in the system.
Basic Flow: 1. The admin will update a new record from the system.
2. The admin must save the changes made.
3.The system will save the updated record.
Pre-Conditions: The added record does not exist in the system.
Post-Conditions: The system will save the updated record.
Schedule Feasibility
The Gantt chart in figure 22 illustrates the start and finish dates of the making and
progress of the proposed system entitled “A Web-based Alumni Management System for
Columban College, Inc.”

Figure 5 – Schedule feasibility

Operational Feasibility
There is a management support for doing our proposed system we are able to
connect with the client, and we also conducted an interview for both the Admissions and
Registration Office (ARO) and Alumni and External Affairs Office and they are willing
to provide the information that we needed. They explained how their current system
works and they provided the complete requirements for the proposed system in order to
improve their current system and to minimize the problems they experience in their
current system. And every time that we have questions or clarifications they are always
willing to cooperate and provide the information that we need by requesting an
appointment to help us in doing this proposed system.

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Olongapo City
College of Computer Studies
The web-based alumni management system have the benefits that their current
system doesn’t have, that makes the management more easier and more accurate the
system is very necessary for both alumni office as well as the graduates themselves. And
because the system is user friendly, the admin and alumni staff will be able to use it
easily. Since the proposed system is able to lessen the problems they have with their
current system and focused on the request and concerns of the alumni, therefore the
proposed system was considered to be operationally feasible.

Technical Feasibility
Hardware and Software Requirements
The table presented below will be the references of the main technical feature for
both hardware and software requirements for the proposed system.

Table 7
Hardware Requirements
HARDWARE MINIMUM RECOMENDED
REQUIREMENTS
Processor - 1-Ghz, Pentium 4 Intel - 2.Ghz 2 – Dual
Core, I3 3rd Gen
To 12 Gen Or
Greater
Memory - 4gb Ram 1333mhz – - 8gb Ram 1333mhz
1600mhz –1600mhz Or
Greater
Storage - 250gb SATA 6 – 4,000 - - 500gb SATA 6
5000 Rpm Mechanical 7200 – 10,000
Hard Drive Rpm Hard Drive
Or SSD
Internet Connection - 5- 25 Mbps - 1 Gbps = 125
Mb/S
Hardware Peripherals
Mouse
Keyboard
Monitor

The table above (Table 7) shows the list of all hardware necessary for the
development and deployment of the proposed system. The stated hardware requirements
give the users option to use other hardware that provides the same capabilities or to use

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Olongapo City
College of Computer Studies
the same hardware as stated above for the implementation of the proposed system entitled
A Web-Based Alumni Management System for Columban College Inc.

Table 8
Software Requirements
SOFTWARE MINIMUM REQUIREMENTS RECOMENDED
Operating System - 64bit - 64 Bit
- Microsoft Windows 8.1 - Microsoft Windows
with updated Secuirty 10 or Greater
Updates for Cloud - Mac OS 13 or Greater
Protection and Internet - Linux Distribution –
Security Latest release of
- Mac OS 10 with the latest Ubuntu
incremental Security
Patch Update
- Linux Distributions -
Linux Mint With
Necessary Packages To
Run Apache Server and
Mozilla Firefox or
Chromium Based Web
browser that supported
with Linux
Apache Server - XAMPP WITH MYSQL - XAMPP RELEASE
(5.0.37), 7.4.33, PHP 7.4.33 ,
- PHP (4.4.6), 8.0.25 , 8.1.12,
- PHPMYADMIN MARIADB 5.4.27
(2.10.0.2), - OPENSSL 1.1.1P
- OPENSSL (0.9.8E) (WINDOWS) AND -
OPENSSL 1.1.1S
(LINUX AND OS X)
Browser - Windows: - Windows:
Internet Explorer 9, Mozilla Internet Explorer 11, Mozilla
Firefox 59, Google Chrome, Firefox 107.0 Or Greater,
94.0. 4606.81 Google Chrome,
- Linux: Firefox 59, 108.0.5359.98 Or Greater
Supported Security - Linux: Firefox 107.0,
Update Chromium Chromium Brower
Brower Latest Release
- Mac OS: - Mac OS:
Safari 10 (Some Of The Feature Safari 15 (Some Of The
May Break Incompatibility With Feature May Break Due To
Some HTML Framework) Incompatibility With Some

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 COLUMBAN COLLEGE, INC.
Olongapo City
College of Computer Studies
Mozilla Firefox 59 HTML Framework) Mozilla
Google Chrome 94.0. 4606.81 Firefox 59 or Greater
Or Greater Google Chrome, 94.0.
4606.81 Or Greater

The table above (Table 8) shows the list of all software necessary for the
development and deployment of the proposed system. The stated software requirements
give the users option to use other software that provides the same capabilities or to use
the same software as stated above for the implementation of the proposed system entitled
A Web-Based Alumni Management System for Columban College Inc.

Economic Feasibility
For the proposed system, we have software and hardware requirements cited in
table 7 and 8 to make the system useful and effective, the budget needed for the
requirements are cited below and they need to at least have Php 25, 782 but if they
already have the given technical requirements then it is unnecessary.
SPECIFICATION ESTIMATED COSTS
Processor - 2.Ghz 2 – Dual Core, I3 Php 6,995
3rd Gen To 12 Gen Or
Greater
Memory - 8gb Ram 1333mhz – Php 611
1600mhz Or Greater
Storage - 500gb SATA 6 7200 – Php 1,177
10,000 Rpm Hard Drive
Or SSD
Internet Connection - 1 Gbps = 125 Mb/S
Hardware Peripherals - Mouse, Keyboard, Php 16,999
Monitor
TOTAL Php 25, 782
Table 9
Economic Feasibility

Design of System

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Olongapo City
College of Computer Studies

Figure 6 – Architectural design

The Alumni Management System uses a web-based system that provides access
to a software system using a computer and internet connection. This is connected to a
database to store the data along with a web interface to display the alumni data and other
details or important information. The web-based Alumni management System includes
two different user interfaces for the admin (Alumni department director and staff) and the
alumni themselves.

On the admin (Alumni department director and staff) side, the first feature is the
login page, this will allow the admin to access the system by entering their username/
email and then the password. The second feature will allow the admin to view, add, and
delete alumni data or information. The third feature will allow the admin to post

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Olongapo City
College of Computer Studies
information regarding the events, announcements, job offers, services, and updates on the
school. The fourth feature is easy to access to organized management of alumni records
such as name, contact details, batch, and course which includes a search and filter option.
The fifth and last feature of this system is the analytics for the current graduates/ alumni
data or information.

On the alumni side, the first feature is the same as the admin which is the login
feature, they must enter their username/ email and password to access the system. The
second feature allows the alumni to only view their information, they are not allowed to
edit or delete data. The third feature allows the alumni to have easy access to updates on
school, events, announcements, and job offers, which includes a search and filter option.
The fourth and last feature is the system allows constant touch between the school and
the former students or alumni which makes it easier to contact each other if assistance or
help is needed.

Data Gathering Procedure

The researchers spent their time, efforts, and collaboration to developing

interview questions that included explicit terms that would be useful to the intended
respondents. The survey was conducted using appropriate questions adapted from related
research as well as questions developed by the researchers. The participants had also
spent significant time answering the questions we had posed.

Interview Questionnaires for ARO:

1. Can you describe the processes involved in the existing alumni records? 
- Safety - The ARO ensures the protection and security of academic records such
as admission credentials (F-138, F-137, TOR), enrollment forms, registration
forms, and so forth. All documents are maintained in fireproof file cabinets that
are only accessible to authorized personnel.
- Privacy-In compliance with the Data Privacy Act of 2012, the ARO ensures that
no individual will be able to obtain school records unless authorized.

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Olongapo City
College of Computer Studies
- Availability - The ARO also ensures that desired school credentials are available
after working days upon the alumnus' request.

2. Who is in charge of keeping the information records of the previous alumni?

- Record management begins as soon as a student is admitted. All the student's
credentials are maintained on file, regardless of how long they have been alumni.
When a student graduates, their records are separated from the active students'
records. This makes it easier to access alumni records when students request
school credentials such as their diploma and transcript of records.

3. How are alumni information managed/organized?

4. Do you encounter any difficulties keeping and managing all the alumni files?
- For 3 and 4 the major problem that we now encounter is the volume of our
records. Columban College, Inc. was founded in 1961, this indicates that we have
a significant alumni community, and it continues to expand yearly. Although we
are grateful that Columban College has produced many alumni, the difficulty that
this raise is the amount of space required to maintain the records.
Interview Questionnaires for Alumni:

1. Can you describe the processes involved in the existing alumni system? 
- Before from the newsletters and alumni information sheet everything is
paper based or printed out, so every time an alumni graduate needs a
certain information for as a requirement for work employment they need
to manually go to the office.
- Now newsletters are sent through emails, communication and
announcements are by text or with the use of social media such as
Facebook group.

2. Do you encounter any difficulties in managing the current alumni system? Can
you tell us these difficulties? 

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Olongapo City
College of Computer Studies
3. What are the problems in the current alumni system do you want us to
address/solve? 

- (Answers for 2, 3 & 11)

- Paper or manual management of alumni data - Due to the constant
addition of graduates to the list, maintaining information on paper is not
only not the safest or best method, but also extremely time-consuming and
labor-intensive.
- Using social media like Facebook to keep in touch - According to our
interview with Dr. Sy (Director of Alumni and External Affairs Office),
the alumni department uses social media such as Facebook to interact with
the alumni about announcements, events, and postings to reconnect and
update with the school's graduates. They are having a problem with some
of the alumni’s behavior in the group/ page, such as posting irrelevant
information online selling and some even use the group to promote other
institutions. Additionally, when gatherings or events that call for an
alumni representative take place at the institution, some members do not
actively participate in the invitation of the school.
- Emails that were not validated – alumni department sends newsletters
through the emails (Gmail/yahoo) that the previous graduates have written
in their previous records, because some of these emails are gathered from
paper, students that have no clear handwriting are most likely to have
unverified emails, also some emails are not updated so the alumni
department are having a hard time in contacting the graduates through
their emails.

4. Can you rank the problems based on their severity? 

- Paper or manual management of alumni data
- Using social media like Facebook to keep in touch
- Emails that were not validated

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Olongapo City
College of Computer Studies
 
5. Is there an existing social media page like Facebook for CCI alumni? If any, who
is the admin, or the one managing the page? 
- There is a Facebook Group & Page named “Alumni and external affairs
office”. There are two admins who manage the group and alumni officers
plan and organize. For announcements regarding job offers the external
affairs are responsible for it.

6. How do you keep the alumni updated regarding the events and job offers? Is it
through: 
 Phone number 
 Social media page 
 Messenger 
 CCI website 
 Others, please specify ___________________ 
- It is through Facebook group/page.

7. Are there officers in each batch? Is there a group of officers that handles each
batch as a whole? How can we get in contact with them? 
- The officers are from the external affairs office and the one the handle
officers as a whole is the alumni association officers (CCAAI).

8. Do the alumni have a fund-raising activity whose beneficiary is exclusive for the
school? Are alumni allowed to have fund raising for their batch? Is it coordinated
to the school? 
- It is allowed, but you first need to ask for permission and wait for an
approval.

9. Who is in charge of the alumni events, jobs, and updates? May we know how you
are contacting them? 

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Olongapo City
College of Computer Studies
- The two admins at the alumni office manage the group and alumni officers
plan and organize. For announcements regarding job offers the external
affairs are responsible for it.

10. Who is in charge of keeping the information records of the previous alumni? How
are alumni information managed? 
- Admission and Registration Office are is in charge of keeping the
information records of the previous alumni.

11. Do you encounter any difficulties keeping and managing all the alumni files?
Based on the given difficulties how would you rank them? 
- (See answers from 2-3) 

12. How can we help improve the current system? 

13. What system functionality/features would you like to include in the alumni
management system that we are proposing? 
- (Answers for 12 -13)
- Suggestions/ Requests:
 Update Google Form always (used for surveys)
 Verification for emails
 Lessen manual or paper-based documents.

Development and Testing

For the development of the system, it is continuous, the testing of the system will
be on February 08, 2023 (Wednesday) followed by the approval the group’s request for
the alumni head Dr. Anatalia Sy checking for the system checking which is scheduled on
February 9, 2023. After gathering all the comments and feedbacks the development will
be updated and improve for the next version and will serve as guide for our upcoming
pre-oral defense on February 15, 2023.

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Olongapo City
College of Computer Studies

Description of Prototype

User Interface Design

Figure 7 Admin Login Page

In the Login page in order for the users to acces the system they first need to input
their username and password.

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 COLUMBAN COLLEGE, INC.
Olongapo City
College of Computer Studies

Figure 8 Dashboard Page

In the image shown that the user can see all the record in dashboard. Dashboards allow
the admin to manage alumni data by displaying analytics, and total number of users,
forums, and events.

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 COLUMBAN COLLEGE, INC.
Olongapo City
College of Computer Studies

Figure 9 Users List Page

The users page will display all the users registered in the system, these are the users that
can login and access the system.

Figure 10 Course List Page

In the image shown that the user can see all the record in analytics. The admin can add,
delete or view courses here.

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 COLUMBAN COLLEGE, INC.
Olongapo City
College of Computer Studies

Figure 11 Forums List Page

In the image shown that the user can see all the information about the forums. The admin
can add, delete or view forums here.

Figure 12 Events List Page

Same with the forums, the user can see all the information about the events. The admin
can add, delete or view events here.

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 COLUMBAN COLLEGE, INC.
Olongapo City
College of Computer Studies

Figure 13 Alumni List Page

In the image shown that the user can see all the information about the alumni. The admin
can add, delete or view alumni who can access the system here.

Figure 14 Jobs List Page

These are all the information about the jobs offer available. The admin can add, delete or
view jobs offers here.
Implementation Plan

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 COLUMBAN COLLEGE, INC.
Olongapo City
College of Computer Studies

Figure 15 Implementation
Hardware and Software Requirements

The table presented on the technical feasibility will be the references of the main
technical feature for both hardware and software requirements for the proposed system. A
Web-based Alumni Management System is a system that is used to manage the alumni
data or information of Columban College, Inc. There are some functional requirements
the system should provide, react to particular inputs and behave in particular situation. A
functional requirement is a requirement that used to specifies the behaviors or functions.
The most basic function of A Web-based Alumni Management System is to make
management of records easier.

Personnel

The admin personnel can do all the following actions. First, it can view the
dashboard where you can see the statistics and all users of the system. Second, alumni list
and course list can update, edit, and delete data. Third, it can view the different
organizations. Lastly, it can view the user’s information.

The users can do all the following actions. First, it can view events tab where you
can see all posted events. Second, it can view job tab where posted jobs can be applied
for. Lastly, it can also view the forums tab.

Table 10
Functional Requirements

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Olongapo City
College of Computer Studies

ACTORS REQUIREMENT DESCRIPTION

Administrator - Login The admin will login to access the
- View, Add, and system. Admin is allowed to to
Delete view, add, and delete alumni data
- Filter and Search or information. Post information
- Post and Update regarding the events,
- View Analyics announcements, job offers,
services, and updates on the
school.
Alumni Department - Login The alumni officers will login to
Staff / Offiicers - View, Add, and access the system. And is allowed
Delete to to view, add, and delete alumni
- Filter and Search information with the admin’s
- View Analyics permission. Filter, search and view
analytics
Alumni / Former - Login The alumni will login to access the
Students - View Events, Job system. Alumni is allowed to view
Offers, School updates on school, events,
Updates, announcements, and job offers,
Announcements which includes a search and filter
- Filter and Search option.

Non-Functional Requirements

 Performance – the proposed system can be used by the users simultaneously.

 Reliability – the system perform with minimal to no failures or major problems.
 Security – the unauthorized users cannot access the system. Verification code will
be implemented.
 Availability – the system will be accessible with the use of a computer and
internet connection or Local Area Network.
 Portability – The system is accessible by any web browser and xampp apache for
database server.

Security Requirements

 Unauthorized users cannot access the system.

 Verification code will be implemented for more security.
 Sensitive information or confidential data of alumni are only accessed by the

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Olongapo City
College of Computer Studies
admin.
 Administrators are the only one who can edit and delete alumni data or
information.
 Alumni are allowed to view their details but are not permitted to edit any data or
information.
 System should be strong enough to last for a long time without being damaged or
broken.
 The system must allow simultaneous usage.

References:

Etcuban, J. O., & Durano, D. S. (2015). Development of an Alumni Database for a

University. IAMURE International Journal of Multidisciplinary Research , 12(1), 1-1.

Navarro, E. C. (2022). Development of an Alumni Databank: The Case of Nueva Ecija

University of Science and Technology. Engineering, Technology & Applied Science
Research , 12(3), 8542-8547.

Capili-Kummer, M. G., & Corpuz-Batugal, M. L. Dynamic Alumni Monitoring with

Decision Support System.

Alegado, L. M. (2015). Online Alumni Information System Satisfies Alumni in an

Educational Institution in Cebu City, Philippines. JPAIR Institutional Research , 6(1),
110-121.

Quitevis, C. Q., Lopez, F. D., Binay-an, I., & Sanidad, R. A. (2019). Tracking the Alumni
of the Graduate School in a Philippine Higher Education Institution. Asia Pacific Journal
of Multidisciplinary Research , 7(3).

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