COLUMBAN COLLEGE

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.

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
 COLUMBAN COLLEGE
Olongapo City
College of Computer Studies
students and organize it, but also filters data based on batch, year, course and makes it available for

better analytics.

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
 COLUMBAN COLLEGE
Olongapo City
College of Computer Studies
and often in a position that can provide actual assistance 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.

3. To design a system that has user friendly interface that is easy access for both alumni and

admin.
 COLUMBAN COLLEGE
Olongapo City
College of Computer Studies
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.