1.

Introduction

The Alumni Management System is an easy-to-use web application built with

React Js, Node Js, and Express Js with a MySQL database for the Faculty of
Computing and Software Engineering at Arbaminch University.. This project has
2 sides of users UI (user interface), which are the admin side management and the
alumnus/alumna's side. The admin side can manage all the list of jobs posted,
alumni list, events, forum topics, and the gallery. The alumni site can create an
account (to be verified by admin), post a job opportunity, create a forum topic,
and join other forums, commit to participate in an upcoming event such as Sports
Gala or other. The alumni will be notified when the job is posted by admin
through the email. Talking about the flow of the Alumni Management System,
Faculty of computing and Software Engineering alumni will register to the
website and this process will need the verification of the Faculty management in
order to enlist the alumnus/alumna in the website user.After the admin will verify
the user as an alumnus of the alumni user can begin to explore the features or
functionalities of the system on their side which are the job opportunities posted
by other alumni or admin, a list of upcoming events, joining to the forum with the
other alumni. For the administrator side of the system, aside from verifying the
account and list of alumni, the admin also will manage the gallery to be displayed
on the website and the gallery may contain some images of the university events
with a short description. The admin will create the about content of the university
to be displayed also on the website, this feature helps the university management
update the about content of the system easily even without the presence of a
developer. The admin can also post a job opportunity and can overwrite or
manage the posted job and forum topic of an alumnus/alumni if any instances may
occur.
1.1. Background information
Alumni are one of the most important assets to any Faculty on university.As one of
the leading institutions in Ethiopia, the university has produced a substantial number
of graduates of this Faculty who contribute to various sectors locally and
internationally. However, maintaining consistent engagement with these alumni and
leveraging their potential has been a significant challenge due to the lack of a
centralized management system.They are the people who represent the university in
the real world. Many alumni network initially started from regional groups of alumni
brought together for university fundraising activities. Later, these networks slowly
gained added importance in the development of the university because of their
enormous outreach potential that benefits the university and helps other societies in
their career paths.

Alumni association has been in existence for decades and they are constantly
changing with time. There have been very big changes in the recent years with the
development of the internet and social networking that forces the alumni system to
undergo huge changes. Therefore, it is really important for Faculty to focus on the
alumni networks and find ways to enhance their growth and development.

Why Social networking? This can be described as the act of social relationships for
the purpose of common needs, interests or goals. Networking has been taking place
all over the world since the existence of humans. Nowadays networking has become
easy because of the development of technology. People can interact with one another
and share their ideas, discuss their personal and professional lives without even
moving from their desks. The existing systems are usually developed to facilitate
networking between the alumni and their respective Faculty in the universities, but
most of these current systems are not being used by the majority of the alumni.
1.1.1.Vision Statement

To create a vibrant and connected alumni community that fosters lifelong

relationships, supports professional growth, and contributes to the success of future
generations.

1.1.2. Mission Statement

Our mission is to empower alumni by providing a platform for networking ,

sharing resources, and engaging with their Faculty. We strive to facilitate
meaningful connections, promote collaboration, and support alumni in
achieving their personal and professional goals.

Strength and weakness of current system

Even if the Faculty hasn’t completed management system for the association, in
general using the manual system has their own weakness and strength.

Strength of the current system

In the current system, since it is used computerized in some way in addition to paper;
those who perform that activity doesn’t need more of computer knowledge, since
there is no more work in addition to excel and word program and managing is simple
those who have less knowledge of English language (since mostly used local
languages while communication). It also allows physical interaction of individuals
with their friends.

Weakness of the current system

In Ethiopian university, almost most of them are using alumni association as a manual
system including Arbaminch University. This way of managing system doesn’t give
more sense in their work. Since most of the time information’s regarding their system
is posted on notes board and the beneficiaries are only those who lives belongs to
around there i.e. it is difficult to manage the alumni who live far from the university.
The system also takes much time and energy to contact alumnus when needed and
using phone number and Gmail as a method of an interaction doesn’t give much more
scenes. Using paper and excel sheets for data storage have a great risk and there is no
effective data protection. The status of the alumni also does not updated easily and not
uniform redistribution of information for all members at the same time.

1.1. Background of the project

It is the most ways to build strong holds between the university and the ever
increasing graduates. Apparently the previous and prospective graduates are in equal
responsibility for the establishment and development of university alumni association.
Arba Minch University alumni association allows promoting the health of the
university by cultivating mutually beneficial relationship between university and its
growing alumni. Membership of Alumni Association of Arba Minch will support
 Encourage lifelong relationship with and among current and future alumni.
 Facilitate communication with the alumni and the office.
 Works to strengthen alumni bonds of fellowship, professional association and
Faculty association. Structure of the current Faculty .
 1.2. Team Composition

Project Title Alumni Management System for Faculty of

Computing And Software engineering at AMU

S. No. Name ID. No. Email/Mobile

Prepared By 1. Meseret Tsega NSR/1141/14 0953244189
2. Hawas Abu NSR/954/14 0938730295
3. Demse Cherinet NSR/1570/14 0951732453
4. Hemen Bekele NSR/1683/14 0917608165

Date 19, December, 2017

Advisor Alemseged Kassahun (Ass Professor)

1.4.Statement Problem for the Alumni Management System

The Computer Science Department at Arba Minch University currently faces several
challenges due to the lack of a structured Alumni Management System.There is no
centralized platform for maintaining contact with alumni, resulting in fragmented and
inconsistent communication. Alumni cannot easily share job opportunities or
internships resources with current students or fellow graduates. Without an organized
system, alumni are not actively involved in the Faculty’s growth, such as contributing
through events or funding.
1.5. Objective Of The Projects
The main objective of an Alumni Management System (AMS) for the Faculty of
Computing and Software Engineering is to create a centralized, efficient, and
interactive platform that connects alumni, current students, and the department
administration. This system aims to address the challenges of alumni engagement,
enhance departmental growth, and foster mutual benefits among stakeholders.

1.5.1. General Objective

To design and implement a modern Alumni Management System that connects
graduates of the Faculty of Computing and Software Engineering at Arba Minch
University with the Faculty current students, and fellow alumni, fostering professional
growth, departmental development, and lifelong engagement.

1.5.2. Specific Objective

To achieve the general objective of the project, the proposed system consists of the
following specific objectives.

➢ To develop a secure and scalable system for storing and managing alumni
data,ensuring accessibility and easy updates.
➢ To provide a structured platform for seamless communication between the
department, alumni, and current students through notifications, messages, and
newsletters.
➢ To enable alumni to share career opportunities, post internships, and collaborate on
projects, creating a network of mutual support.
➢ To motivate alumni to contribute to the department through donations,sponsorship,
and participation in events.
➢ To simplify event planning and increase participation in reunions, seminars, and
conferences through automated notifications and reminders
1.6.Feasibility analysis
Since we are going to develop a system, it is fair to see some conditions regarding to
cost clients (end users), security and time of performing the activity. Feasibility is the
preliminary study undertaken to determine whether the solution consider to
accomplishing the requirement is practically successful and workable in the software
application.

1.6.1. Operational or organizational feasibility

It determines how the proposed system satisfies the needs of the Faculty To
determine the operation, we should take into consideration the knowledge level of the
user. Since the users in both sides are professional’s i.e. higher level educators and
know technologies in consistence, it will be operational after we have trained how to
use the system they can easily use it without any doubt.

1.6.2. Technical feasibility

Technical feasibility is the evaluation of whether a project is technically possible to
complete using available resources and technology. It's an important part of a
feasibility study. We don’t need any ideal technology in order to operate the system
properly. Both hardware and software are greatly available. Also we have a technical
knowledge about:-
 XAMPP to implement the code
 MySQL to build database
 Requirement analysis to know stockholders constraints for their satisfaction.
 Unified Modeling Language to model and designing in good manner.

1.6.3. Economic feasibility

Economic feasibility is a measure of whether the economic benefits of a project
outweigh its economic costs. It's often assessed through a feasibility study, which
analyzes the costs and benefits of a project. Economic feasibility is the study of ‘is
the measure of cost effectiveness?’ that is because we sometimes call economic
feasibility as cost benefit analysis. In this study we cannot be approved in deepness
since the study is still at the beginning of the project. However, there is a cost and
benefit that we are estimated to show in short and long run.

Tangible Benefits
The tangible benefit of the system is the consequences from the design of web system
that can be considered as money values. It includes
 Reduce cost of the manual data management (reduce expensiveness).
 Avoid human mistake.
 Increase speed of activity and services.
 Give more reliable, accessible, and easily manageable and centralized.

Intangible Benefits
Our system have a number of benefits that we are not to be easily considered as
monetary values from the project team aspect to have a chance for exercising real
world problem. It includes:-
 Increase portability and improve productivity.
 Increase reliability, correctness and efficiency.
 Get well organized information in short period of time.

Tangible costs
In developing the new system there is a cost that can be accurately put in numeric and
measurable form i.e. in birr certainty which is covered by the Faculty and by our
own. This can be:-
 Miscellaneous cost-which will includes hardware development cost and other
costs for:-
 Printing paper
 Removal disk
 Desktop computers
 CD
 Software development cost-we will use software which cost is already covered
by the Faculty or from the internet. This include:
  Microsoft office Vision or visual paradigms for UML 11.0, Edraw Max 7.9 and
pencil to design different diagrams and figures.
 Microsoft office word and Microsoft office power point for documentation and
presentation.
 MySQL from WAMP or XAMPP to store the data in centralized database.
 Any browser to bows the system and any window operating system

Intangible costs
Are costs that can be acquired in developing the system but which is difficult to
represent in monetary values. This includes:-
 Knowledge that we are spent to develop the system.
 Time for adapting system
 Train department official who operates new system
 The time and knowledge of advisor for advising the group.
 The administrator office to give information regarding the current system.

1.6.4.Behavioral political Feasibility

The political feasibility of our alumni system project hinges on gathering support
from faculty leadership , ensuring alignment with institutional policies, and
addressing any potential resistance related to data privacy and resource allocation.
Engaging key stakeholders, such as alumni and current students, early in the process
is crucial for understanding their interests and fostering a positive relationship.
Meanwhile, behavioral feasibility focuses on user acceptance and motivation to
participate; it’s essential to measure alumni willingness to engage with the system and
identify incentives, such as networking opportunities and job postings. By considering
the cultural fit of the system and planning for effective change management, including
clear communication and feedback mechanisms, you can enhance user satisfaction
and ensure the project’s success.

1.6.5 Schedule Feasibility

A detailed project timeline can be established, outlining key phases such as planning,
development, testing, and deployment. With a dedicated team and clear deadlines, the
project can be completed within a reasonable time frame. Potential delays can be
mitigated by allocating sufficient resources and conducting regular status meetings.
Overall, the proposed timeline is realistic and achievable, allowing for timely project
delivery.This section assesses the timeline for the alumni system project, evaluating
the costs involved against the expected benefits.

Estimated
Task Description Milestone
Duration
Requirements Collect input from stakeholders Requirements
2 weeks
Gathering about needs and expectations. Document
Create overall architecture and user
System Design 3 weeks Design Approval
interface design.
Build the system, including front- Prototype
Development 4 weeks
end and back-end components. Completion
Conduct unit, integration, and user
Testing 4 weeks Testing Sign-off
acceptance testing.
Launch the system and make it
Deployment 1 week Go Live
accessible to users.
Organize training sessions for
Training
Training faculty and alumni on using the 2 weeks
Completion
system.
Feedback and Gather user feedback and make
2 weeks Iteration Review
Iteration necessary adjustments.
Ongoing support and updates post- Continuous
Maintenance Ongoing
launch. Improvement
Cost Benefit Analysis
We expected benefits such as Enhanced alumni engagement and Improved
networking opportunities with Streamlined communication with alumni

Cost of the Project

Total Estimated Cost: (Includes all expenses related to development, testing,
deployment, and maintenance)

Cost Breakdown
 Development Costs: it includes Salaries for developers Software licenses
 Testing Costs: it includes User testing sessions Quality assurance resources
 Deployment Costs: it includes Hosting services Initial marketing efforts
 Post-Launch Evaluation Costs: it includes Feedback collection tools and Analysis
resources
The schedule feasibility assessment indicates that the alumni system project is viable
within the proposed timeline and budget. The anticipated benefits justify the costs,
ensuring a positive return on investment.

1.7 Scope and significance of the project

1.7.1 scope of the project

The main scope this project is to develop the alumni management system in
computing and software engineering faculty in Arbaminch university.

Scope of project will be performing

 Collect and maintain comprehensive alumni data.

 Allow for easy search and retrieval of alumni information.
 Enable communication between the faculty and alumni.
 Provide a platform for alumni to connect with each other.
 Offer career guidance and mentorship opportunities to current students through
alumni connections.
 Assist alumni in professional development by providing resources and
networking events.
 Facilitate alumni donations and contributions to the faculty.
 Generate reports on alumni career outcomes, employment trends, and other
relevant data.

1.7.2 significance of the project

The main significance of the project includes

Builds stronger relationships between the faculty and its alumni,fostering a sense of
community and loyalty.
Provides valuable resources and connections that can help alumni
advance their careers.
.Demonstrates the success of the faculty's graduates and enhances its reputation
within the industry.
.Enables the faculty to raise funds for scholarships, research, and other initiatives.
. Provides valuable data and insights to inform faculty decision-making and improve
program offerings.
. Suitable career guidance.

1.8 Target beneficiaries of the system

The target beneficiary groups are:-

 Alumni:-Career help, networking, and staying connected t0 Arbaminch

university.
 Faculty:-Track alumni success, fundraising, and industry insights.
 Current Students:-networking opportunities, and industry insights.
 University:-Strengthened alumni relations, improved reputation, and fundraising
support.
 University Administration:-To make informed decisions about strategic planning,
resource allocation, and overall university development
1.9 System Development Methodology

Software development begins with a certain human need which can be taken as a
problem. We stated the statement of problem above then we develop complete
understanding on the topic. Next we had some idea to solve the problems and then we
formalize and change our idea to reality by producing software. This will be achieved
by software development, which involves eliciting system requirements specification,
system design, system implementation and finally system testing. In other words, we
also had to follow methodologies used in Align the implementation approach with
Agile methodologies, emphasizing iterative development and continuous
improvement.

1.9.1 Data Source

The main data sources that can be leveraged to build a comprehensive and valuable
alumni database.

Primary Data Sources

 Registration Forms: Detailed forms collected during the enrollment process,
including personal, academic, and contact information.
 Graduation Surveys: Surveys administered to graduating students, capturing post-
graduation plans, career aspirations, and contact preferences.
 Alumni Surveys: Regular surveys to gather updates on career achievements,
personal milestones, and engagement interests.
 Event Registrations: Tracking attendance at alumni events provides valuable
insights into engagement levels and interests.
 Secondary Data Sources
 Professional Networking Sites: LinkedIn, Facebook, and other platforms can
provide insights into alumni careers, professional networks, and contact
information.
 Government Databases: Census data and other public records can offer
demographic information and location updates.
 Industry Publications: Trade journals and professional publications can provide
insights into alumni career paths and industry trends.

1.9.2 Investigation (fact-finding) methods

There are several fact finding techniques or methods involved in system analysis
phase that we used them throughout the system development life cycle.

Interview:-
It is fact finding technique where by the system analyst collects information from
individual face to face interaction. It gives an opportunity to motivate the interviewee
to respond freely and openly and it allows us to prove for more feedback from the
interviewee. In addition we believe that we adapt reward questions for each
individual. Having an interview, making questionnaires
and observing in the around problems. We also collect raw data or documents which
are useful for the project.

Observing the organization

It is fact finding technique where the system analyst a crucial research method for
understanding the real-world context and identifying key challenges and opportunities
for an effective Alumni Management System (AMS) in a Computing and Software
Engineering faculty. It involves directly observing the current practices, interactions,
and behaviors of stakeholders to gain insights into their needs, preferences, and pain
points.

Document analysis
The aims to build a strong foundation for the research by leveraging existing
knowledge and best practices. It involves a systematic review of relevant documents
to:
 Understand the Context: Analyze the faculty's mission, vision, strategic goals,
and existing alumni engagement initiatives. Examine industry trends and the
evolving needs of computing and software engineering professionals.
 Identify Best Practices: Explore successful AMS implementations in other
universities, particularly those with strong computer science and engineering
programs. Analyze their features, functionalities, and impact.
 Gather Requirements and Insights: Extract relevant information from various
sources (academic literature, industry reports, best practices guides) to identify
key requirements .

1.9.4 System development tool

Hardware tools

 Computer and Windows 10 OS

 The capacity of RAM is 8GB
 The storage capacity of Hard disk
 Processor –Intel core i5.

Software tools
 visual studio code :- we used this software to edit HTML, React, JavaScript and
CSS codes
 Microsoft Office Word 2010:- to write proposal and documentation part of the
project
 Enterprise architect:-for drawing UML software diagrams.
 Vision 2010:-for drawing conceptual model diagram
 Browser:-is used to display or view or access the website
 Client side scripting(front end):-JavaScript,CSS,HTML,React Library
 MYSQL:-database for storing data in database.
 Server side scripting(back end):-Node.Js
 Power point:-for presentation

1.9.5 Testing procedures

Software testing can be stated as the process of validating and verifying that a
computer program/application/product meets the requirements that guided its design
and development; works as expected, can be implemented with the same
characteristics, and satisfies the needs of stakeholders. Testing is mainly used to
improve quality, For Verification & Validation and for reliability estimation. We are
going to use unit and integrated testing to evaluate the system whether or not they
have the right input and output. The successfulness of this test is directly
related with the objective and scope of system.

1.9.6 Implementation of the project

Implementation is the phase where objectives of physical operations of the system
turned into reality that is a real working model. In this phase the implementing
convention has made it possible as it’s the real phase of objectivity to reality. The
implementation is to introduce our system for the users in real sense that how they use
this new system which is developed for their intended objectives. Our system is
implemented in HTML markup language for front side and in Node Js script language
for backside design and we use unit, integration and system test to prove
our system.

1.9.7 Limitation of the project

The weakness of the project is it is limited to Alumni management system of AMU in
computing and software engineering faculty only.if it includes the working condition
of other faculties.it will be better to known the problem of AMU in our computing
and software engineering faculty.however we made a high effort to investigate the
most problem and we indicated solutions of the problem.