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Alumni Tracking System

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Project Context

Discovery and innovation of technology had lead to greater advancement of society. Computers have affected human society as few other inventions in the past century have, and it is out natural that the advent widespread use of computers are used by organization, offices, industries and institutions for developing of their management process and systems.

Using computers, and through the presence of World Wide Web, people can spend countless hours studying websites to improve their knowledge and to survive. 1Most of them are constantly searching for anything that might help them to gain competitive edge and boost their profits. Since then, our ancestors have already their own businesses, some are small and some are large corporation which focused on the development of their business performance. And schools are one type of business.

2Forbes College Inc. (formerly Global Trainers Inc.) is one of the competitive schools in Albay, Bicol region. Its mission is committed to produce globally-competitive workforce equipped with appropriate knowledge, exemplary skills, superior leadership qualities, personal integrity and positive values. It has a vision that states, Forbes College is the leading proactive educational institution dedicated to the upliftment of the lives of the Filipinos through quality education, offering job-ready courses at the most affordable rate. Since the establishment of the institution in the year 2008, it already produced skill-trained graduates and they are continuously making the school curriculum more globally advance for future alumni and employees in industries.

3In the current social, political and economic environment, colleges must be able to demonstrate their effectiveness. Students are investing on programs based on the labor market success of graduates. Legislators are emphasizing accountability in college operations and many jurisdictions require the publication of outcome measures. Economic growth and productivity in a knowledge economy depend on the availability of highly trained workers to meet employer needs. To deal with these pressures, colleges must track their graduates and document labor market outcomes.

3Tracking System is generally a program capable of rendering virtual space to a human observer while tracking the observer’s body coordinates. Generally, tracking is observing people or t hings on the move and supplying timely ordered sequence of respective location data to a model e.g. capable to serve for depicting the motion on a display capability.

4Online alumni tracking provide the ability to track alumni of a college or university using internet for the purpose of helping to demonstrate compliance with the accreditation standards required for departments in higher institutions. Institutions are organizing reunions by sending letters through fax, radio announcements, television advertisements and posters or banners. These are the manual process they are doing to have connection with the graduates. In the future, these could also be the process that Forbes College Inc. will adopt.

This Online Tracking system will lessen the burdens of organizing alumni reunions and in keeping track of the records of the graduates.The proposed study on “Forbes College Online Alumni Tracking System” aims to support the institution on developing and designing an interface system. This will contribute on tracking and updating the graduates or alumni of Forbes College Inc. The Forbes College Online Alumni Tracking System (FCOATS) is designed to support process in an efficient and effective manner.


The general objective of the study is to develop an Online Tracking System of Forbes College Inc.
Specifically it aims to:
1. To identify the current system adopted by Forbes College in terms of:
a. Tracking the alumni
b. Providing an easy accessibility for alumni
c. Staying connected to the Alma Matter
2. To identify the encountered problems of Forbes College in terms :
a. Tracking the alumni
b. Providing an easy accessibility for alumni
c. Staying connected to the Alma Matter
3. To offer solution on problems encountered of Forbes College in terms of:
a. Tracking the alumni
b. Providing an easy accessibility for alumni
c. Staying connected to the Alma Matter

The study aim to develop a system entitled “Forbes College Online Alumni Tracking System (FCOATS)”. Its main purpose is to: (a) track the alumni of the school
(b) track the alumni employment status
(c) update alumni general information
(d) inform alumni about job opportunities
(e) evaluate suggestions and comments from alumni

The study is an online system which is composed of log in and log out, registration, a friend request type, gallery of events, and comments/suggestions on the school curriculum, activities, and events put together in one comment box. These features will help the institution track the graduates and it can be easily for them to organize a class reunion with this social networking type of system. The graduates will log in on the homepage using their email address. If the email address typed matches to one of the email address on database, that’s the only time that the system will send temporary password on user’s email account. That email, is written on the enrolment form and the emails saved in the database are only the emails of graduates.

The system will provide a change password feature every time the users log in. As long as the user is still log in, he or she can view other users of the system. They can also view the gallery of events, making them updated on the activities on their Alma Matter. The registration form will help the faculty track the graduates address, employment record and status. The form will update the general information of the user saved on the database with the present data they supply on the form. The comment box on the website provides the user the freedom to give their comments, questions and suggestions on the curriculum and school activities.


The study was expected to produce a reliable interface, function and interactivity with the users or alumni of Forbes College Online Alumni Tracking System. It can help the institution in tracking and determining the number of graduates, tracking graduate’s employment status, and evaluating graduates comments or suggestions, thus, helping the school on improving its services, curriculum and activities.

In this study, security of data and strict accessibility of the system is prioritized. For security and to avoid loss of important data, the record of graduates has a reliable storage or database. The information about enrollment, grades of students, subjects, and schedule of classes are not covered by the study.


The researchers developed the system for the benefit of the institution, specifically to the following: ALUMNI. This proposed system will help the graduates in having communication with the Alma Matter. REGISTRAR/VP-COO. This will be the Administrator of the proposed system and it will help to lessen their work loads.

FORBES COLLEGE. The school will be benefited of this study since the tracking system will help on improving the school curriculum through the comments or suggestions posted by the alumni on the websites. This will serve also as their edge with other institutions. RESEARCHERS. This study may serve as reference materials for researchers, developers and students who wish to conduct a study to this proposal.

1 (2012, 02). Tracking System(Undone). StudyMode.com. Retrieved 02, 2012, from http://www.studymode.com/essays/Tracking-System-Undone-914967.html 2 http://www.forbes.edu.ph/
3 http://www.fit-system.humber.ca/gradtracksystem.html
4 http://sourceforge.net/projects/alumni-tracker/

In this chapter it will be focuses on the review on related literature and studies both local and foreign that is related on the proposed system. This will be the building blocks of the proposed system. Review on Related Literature

In the review of related literature for the research of the current system and the new system that will be developed. The purpose of this is to convey the reader about the knowledge and also can established the ideas have been on a topic and what are the strengths and weaknesses. Foreign

An alumni tracking provide the ability to track alumni of a college or university for the purposes of helping to demonstrate compliance with the accreditation standards required for departments in higher education.1 Universities, colleges, and higher education institution need flexible higher education software that connects schools, departments and functions.

They need technology that gives them a holistic view of their constituents to help the advancement office build strong and productive relationships. Tracking systems would be a big help on different institutions on gaining profits. With the advent of technology, industries and organizations are continuously creating databases and software that would help in easy management of systems processes and transactions.

According to Rick Neumann (Class of 1970 Reunion Committee Chair, Alumni of Walt Whitman High School, Bethesda, Maryland), “We have been quite successful at putting together simple, low-cost reunions, and were happy to share our experiences and provide some tips with the aid of our alumni website and database”. 2

One example is the Alumni Tracking database, the newest release of the IS Alumni database project created at Georgia Southern University for the Information Systems Department in the College of IT. The IS Alumni database was first designed for the IS Department and then the IT Department requested a similar product, as it was required by the ABIT accreditation standards to begin tracking alumni as a part of demonstrating program accountability.

The Information Systems Software Development Group within the College of IT modified the IS Alumni database components with additional information fields and reports so as to make it a product that could be used by all departments within the College of IT. The IS Alumni database has been in use by the IS Department for almost two years. The Alumni Tracking database was deployed for the College of IT in September of 2006 and is now being used. This project is supported by the Information Systems Software Development Group of Georgia Southern University’s College of Information Technology.

On the College Student Journal 2005 of Ingram, Kathleen W., Haynes, Linda L., Davidson-Shivers, Gayle V., and Irvin, Richard reveals some views about alumni tracking process. “It is how to maintain continuous contact with alumni and seek their advice regarding the program that concerns most of the tracking system. Maintaining a sense of community among alumni of a graduate program is difficult. It is even more difficult if the program itself is made up of adult students who mostly work fulltime, have family and other responsibilities, and perhaps do not have the time to invest in developing professional relationships while they are in the program”.

On the news page of Qafqaz University website they published that it is significant to keep alumni informed about ongoing news, formed meetings, events, latest innovations, recent activities, available job vacancies and seminars, all of which are realized via Alumni Yahoo Group. Currently, the number of active group members exceeds fifteen hundred graduates. Periodic meetings and homecoming events with Qafqaz University alumni members create a win-win situation where both the university and graduates can benefit from mutual share of ideas, offers, opportunities and information. Alumni, are welcomed anytime and provided with necessary advice if needed.5 Local

As a result of modern technology, Alumni Registration has also invaded the net through online system. Online Alumni Registration is better than manual for fast and effective registration. Based on the research of Landicho, Abegail P. and Mendoza, Fe M. of Taguig City University, registration office faced a lot of problem regarding manual registration process. In this case, the proponent decided to develop a website that will help registrar in the process of registration, a site that can benefit both the University and Alumni in terms of time, money and effort. The site is designed to make the process more accessible.6

The Our Lady of Fatima University reveals their objectives in creating an alumni tracking system on their news page stating, “establishing structure for overall coordination of Alumni Homecoming Events and other alumni sponsored or related activities, maintenance of a central database on graduate contact information including participation in Alumni Tracking programs in conjunction with the Research and Development Center, Establish Alumni Card System, Establish program for Outstanding Alumni Recognition and Establish Alumni Scholarship Program”. This only proves that alumni tracking system is really needed on an institution.

On a Graduate International Insight Review Article (2009), it stated that an alumni tracking system will provide the core information for building and refining alumni relations program, ensuring a coherent move towards continuous improvement. The study is a unique tracking mechanism for institutions committed to understanding the outcomes, career progression and reflections of their alumni, both international and domestic.

In addition to tracking career status and progression of the alumni, the study identifies what alumni think and feel about the totality of their experience in an institution, how that experience has benefited them in their lives and in the workplace, and what their current aspirations and needs are – from the workplace, from life and from everybody. The study also benchmarks the results against rival institutions and track progress year-on-year. It explains the benefits of an alumni tracking system for an institution.

On Building an Alumni Support Community Tracking Alumni for Program Evaluation and Added Value (2003) of FEU explained the development of a systematic process for locating instructional design alumni and recruiting them to provide feedback from their work places. The purpose of initiating this process is related to program improvement through alumni participation. The process for tracking, contacting, and gathering data from alumni is described. Their initial findings show that while the alumni of both the Masters and Ph.D. instructional design program work in a variety of disciplines, almost all of their job descriptions include activities related to instructional design practice. In addition, it stated that the respondents overall, felt successful.

One of an Alumni Association depicts reality about researches that suggests students who are active in life of college campus, primarily through voluntary association in student activities and organizations are likely to be more philanthropic toward their alma mater than those who less involved, or not involved at all. They mentioned that one key assumption to ensure future alumni support lies in making entertainment students graduate with a positive overall attitude about their educational experience. Graduate who leaves with negative feelings about their alma mater will most likely never respond to request for financial support. Review on Related Studies

The reviews on related studies conducted by the proponents has relation to the proposed study. This topic was cited to see the similarities and gaps for the purpose of emphasizing the existing system. The related study was reviewed to support the study and to make improvement to the existing system. Foreign

The USC School of Public Policy, Planning, and Development (USC SPPD) needed a tool to help connect their current students seeking mentorship and internships with SPPD’s vast alumni network of working professionals. They created a web-based application that integrates with USC’s alumni database (Oracle’s PeopleSoft) and provides additional reporting, tracking, and filtering on top of that data. The system is called the Student Affairs Alumni Tracking System (STATS). This was successfully launched in March, 2009.

The Stanford University alumni tracking system is unique on all alumni website. Aside from tracking the graduates, this is the only website that is linked on their university library. Users or alumni can buy books online available on their school library and they pay it through pay pal. 7 It also track the graduates the only difference to the proposed study is, it will not be linked to school library.

Another system was about the University of Oxford. Their tracking system was linked on enrollment system because it provides the browsers and users the steps of enrollment process. They have also a map that is use to track the total number of students who studied on the university by selecting on a dropdown menu of different countries.8 It also track the graduates the only difference to the proposed study is, it will not be linked to enrollment system,.

The University of New Castle of Australia system not just only tracks the students, but provide the students access on their grades and records. It is linked on enrollment and grading system of the school. 9 It also track the graduates the only difference to the proposed study is, it will not be linked to enrollment and grading system.

The University of Texas Elementary School (UTES, a charter school operated by the University of Texas at Austin) Tracking System is used to track the educational achievements of its alumni. They also compare it to peers to determine the effects of attending UTES. This system provides an overview of an existing system on school. They offers advice and insight from other charter school administrators who have alumni-tracking experience, recommends data to collect, and outlines a plan of action including the necessary steps to gather such information of graduates.10 It also tracks the graduates; specifically the elementary graduates. The only difference is the proposed study will track the college graduates.


The researchers: team OnePeace of CCDI Sorsogon Alumni Tracking System is responsible in tracing the status of CCDI Sorsogon graduates especially their respective careers. It also features the job opportunities by the selected company, school events and their profile photo. This really helps the institution on building strong alumni communication and camaraderie. 11

Another study was conducted on CATC (Computer Arts and Technology College) entitled CATC Alumni Tracking System. This system is online and has an interface like facebook.com. Except from tracking the graduates, it is also use as a medium of communication through friend requests, sending messages, and uploading pictures. They use this to organize alumni reunions and post updates about the institution.

The Philippine Science High School (PSHS) Alumni Tracking System has the same features with the CATC; the only difference is the system of PSHS has a weak security. Anyone can register to the system and fill up the form disregarding if he or she is a member of the institution.12

The Our Lady of Fatima University has only an Alumni Card System which helps on establishing Alumni newsletter, Alumni scholarship, Alumni organization of events, programs and tracking of graduates from 2007-2011. It uses a wide range of database for graduates’ general information.13 The proposed study will use also a wide storage database for tracking the graduates information and status.

The University of the East Philippines used their alumni system to develop close ties among the graduates of the university with their online website and tracking system. They have a login form, a registration and a souvenir shop where they can get their souvenirs on the site.14 The proposed study will have also a login and a registration form. Synthesis of the Art

The studies conducted by Philippine Science High School and University East of the Philippines used database and tracking system in forming alumni reunions, programs, activities and associations.

Likewise, the Maryland University provides the same functionality to its institution; the only difference is the system is linked on its enrollment system. Anyone can view the information about enrollment, upcoming events and alumni achievers and achievements. These studies mentioned are related to the proposed system with one main objective: to track the graduates in order to have an easy way of communications in disseminating relevant university and alumni news. Gap to be Bridge of the Study

The system of CATC (Computer Arts and Technology College) Alumni Tracking System and CCDI-Sorsogon Alumni Tracking System has lead to a big development on the institution specially on organizing alumni associations and activities. Their facebook-type systems are a good medium of communication between the graduates and the institution.

This Forbes College Online Alumni Tracking System will have features where users can set limits on can adding him or her as a friend by the type of course that users graduated. In this system, there is strict user privacy. Bullier users can report to the admin ,block their friends into user’s inbox, the admin can post a message into all users of the system and the admin can warn the reported users or remove its accessibility to the system.

Theoretical Framework

There are theories that make a big contribution on different studies, specifically for system’s feasibility and development. In this study, we used the General Systems Theory. The General Systems Theory is based on the assumption that there are universal principles of organization, which holds for all systems are they physical, chemical, biological, mental, or social. The researchers also associated the general systems theory with the systems approach theory, which is a modification of scientific context. Studying the problem and formulating solutions become an organized system of interrelated activities, such as problem definition, data gathering, identification of alternative solutions, evaluation of each alternative solutions, selection of the best alternative solution, implementation of the solution and evaluation of its performance. 15

With this General Systems Theory, the figure 1 shows how it helped the researchers to come up with good system design, logic and interface.



Systems Theory

Systems Approach Theory



Systematic Procedures

Forbes College Online Alumni Tracking System


Figure 1 Theoretical Framework Paradigm

Definition of Terms

Alumni – A group of people who have graduated from a school or university. It is used to refer to a group of either one or both gender, while ‘alumnus’ refer to a single male graduate, with the feminine term being ‘alumna’. It is former student of a school, college, or university. Tracking – The grouping of students according to their abilities or needs. System – A method or set of procedures for achieving something.

Messages – A communication in speech, writing, or signals, usually a brief one, and often one left for a recipient who cannot be directly contacted at the time. Database – An update information of an applications world and managing software that conceals from the user the physical aspects of information storage and information representation. Student Affairs – Is the department or division of services and support for students at institution of higher education to enhance student growth and development in the United States and abroad. Search – To look through (a place, records, etc); thoroughly in order to find someone or something.

1 Alumni Tracker from, http://sourceforge.net/projects/alumni-tracker/and http://www.fileguru.com/apps/college_alumni_ppt 2http://www.academia.edu/1967965/Strenghtening_the_relationship_between_School_and_Alumni 3 Alumni Tracking System News from, http://alumni-tracker.sourceforge.net/ 4College Student Journal 2005, Ingram, Kathleen W., Haynes, Linda L., Davidson-Shivers, Gayle V., and Irvin, Richard 5 QafQaz University, Alumni Tracking, from qu.edu.az/content.php?link=126 6 ( 2011, 08). Alumni Study. StudyMode.com. Retrieved 08, 2011, from www.studymode.com/essays/Alumni-Study-766162.html

7 Standford University, from https://pangea.stanford.edu/programs/eiper/alumni 8 Oxford University, from www.alumni.ox.ac.uk
9 New Castle University from www.newcastle.edu.au/alumni/acknowledging-alumni/alumni-awards/ 10University of Texas Elementary School by Kathryn Janene Dochen,MPAff, MBA, 2012 from, http://www.utelementary.org/ourpages/auto/2012/6/28/39379022/Dochen.pdf 11-SORSOGON TRACKING SYSTEM by Team OnePeace, from http://alumni.ccdi-sorsogon.net/jobs1.php 12 Phillipine Science High School, Ilocos Region, from, irc.pshs.edu.ph/alumni/ 13Fatima University, from http://www.fatima.edu.ph/content.asp?pid=122&cat=13, 14University of the East Philippines, from http://www.ue.edu.ph/alumni_net/front.html 15http:L//pespmcl.vb.ac.be/SYSAPPR.html

In this chapter the proponents will discussed the methodology to be used in developing the system, resources needed for the project development
including stakeholders, technical resources, project constraints and cost analysis and benefits.

Project Development and Methodology
This proposed system will use the System Development Life Cycle (SDLC) method. It is defined as the process of developing system or software to meet certain requirements. It includes the following process and stages: a. Preliminary Investigation

This is where the proposed system is determined if it is feasible to continue for development. In this phase, the proponents will observe, analyze, and make some conclusions about the exact plan and strategies they are going to use for the development of the proposed system. They will also establish their goals in this stage of SDLC.

b. Systems Planning

This is the phase that begins with the systems request, a letter maybe, which describes problems or the desired changes in an information system or business process. In this stage, it will use the SMART (Specific, Measurable, Attainable, Realistic and Time-bound) approach in planning. Specific in terms that the problem should specifically stated. Measurable means that, the feasibility of the study will be easy to measure using research and instruments. It must be attainable in order to have solutions of the proposed study to be feasible or achievable. Realistic, so that real results will be attained because information will be gathered scientifically and not manipulated.

Meaning, thorough research and analyzation will be done. It should be time-bound, meaning; time frame is required in order for each task to be completed. Because when conducting a study the shorter the completion of tasks, the better. This SMART approach will be used by proponents to come up with good objectives and system’s plan. In this stage, they will send letters for interview and approval sheet on the institution asking their consent about the system being proposed.

c. System Analysis

This is the continuation of planning phase. They will made finalization about the planned system to be proposed. In this phase, it answers the question, “Does the establishment really need the system?”, or “Is there any manual process that needs to be automated?” In this step, we analyze the situation, project goals and system requirements of the institution. Also, in this stage, the building of logical model of the system will be constructed. Requirements modeling are the first phase, where all process and documents that the system must do to satisfy the users were investigated.

d. System Design

In this phase, systems were created a physical model that will satisfy the requirements of the system. This is where the programs will be written, tested or implemented and documented. This is the longest part of this methodology because here, the designing of the user interface as well as the necessary inputs, output and processes will be identified. To make the designing of the system period completed on the deadline, the proponents started the tasks of creating its interface and interactivity since the documentation of chapter one to three started. This is based from interviews, workshops, and prototype efforts. This is where we will design the hierarchy diagrams, tables, business processes and a complete entity-relationship diagram.

e. System Implementation

Installation of system happens on this phase. The proponents will install the needed software and hardware components for the proposed system. The installation of Wamp Server will be done on this stage. This is also called “the grey area” because many different opinions exist and gathered as to what the stages of testing are and how the system functions well.

f. Maintenance

In this stage, the errors will be corrected and will be adapted to changes in the environment, such as new logic and strict security controls. The proponents will evaluate the system performance from the surveys gathered to the respondents. It includes changes and enhancements of the system. The system is actually put into the operational environment. .

a. Stakeholders

Faculty – The Higher Educational Institutions (HEI’s) faculties are the one that will comply and meet the requirements and standards of the Higher Educations (HEs). Their academic qualification will be monitored using the system and will reflect the quality of education does their parent HEIs are rendering and serving to our community. Alumni- The Alumni are the one who will be the most benefited and the primary user of the system since, most of the information will come from the graduates.

b. Technical Resources

A resource, which includes hardware and software resources, is one of the major factors to be considered when proposing a system. The proponents will use the following resources:

Desktop Computer
One desktop computer for server will be used.

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