Project proposal for the development of an alumni tracking portal

1. iTrace: Alumni Tracking
Portal of Cagayan State
University Lal-lo Campus
A Project Proposal
Edenjoy A. Manuel
SPUP Graduate School

2. Rationale
The project targets the development and deployment of an Alumni
portal of Cagayan State University Lal-lo Campus as a response to the
need of SUCs of an efficient and effective way in tracing their
graduates which determine alumni employability.
The manual procedure of gathering information about graduates shall
be improved through this project.

3. Objectives
The project shall ensure
• The provision of a portal where alumni are able to enter data
• Safe storage of information
• Management of data
• Capability for report generation

4. Research Paradigm
Administrator’s
username and
password
Alumni information
Add, save, edit, and
update alumni data
Update username and
password
Update, delete, save
entries
Alumni Report
Employability Report
INPUT OUTPUTPROCESS

5. Technical Background
The portal interface shall be designed in PHP and should run
on any Windows OS and scripts that support CGI, HTML and
Javascript. Webpage shall be run in Google Chrome or Mozilla
Firefox browsers. The system shall interface with MySQL database.

6. Requirements Documentation
In-scope
• Data entry, access and
manipulation
• Report generation
• Error checking
• User verification
Out-scope
• Data analysis
• Statistical analysis

7. Requirements Documentation
Administration module: The administrator is responsible for
maintaining information of students. When an alumni submits the
registration form, administrator will complete the verification process
and, if successful, the alumni details are added into the database. The
administrator maintains the passwords of Event Manager and that of
himself.

8. Requirements Documentation
Event Manager Module: This module maintains the information
about various events that are conducted by various colleges and
universities. Details of notifications are also maintained. The manager
can add, delete, edit and view event details.

9. Requirements Documentation
Alumni Module: The Alumni can register themselves and after
the approval from the administrator, they can logon into their account
and can send mails, post queries, update their profiles and even search
for other student details. One can view the event details and search for
specific information. The module provides mail and query
functionalities.

10. System Architecture
UserInterface
Application
Server
Authentication
& Authorization
Web Server
Web Cache
Interactive
Communication
Mechanism
Data
base

11. System Models
Use Case Diagram
Administrator

12. System Models
Use Case Diagram
Event Manager

13. System Models
Use Case Diagram
Alumni

14. System Models
Sequence Diagram
Administrator

15. System Models
Sequence Diagram
Event Manager

16. System Models
Activity Diagram

17. Implementation Plan
Strategy Activities Persons Involved Duration
Approval from the
Administrator
Letters for the Administrator Researchers,
Administrator
2 Days
Initial planning Planning with research team
Designation and delegation of tasks
and activities
Project leader and
team
1 Day
Requirements
gathering
Interview with concerned officials Team leader and
members
1 Week
Pre-development
planning
Synthesizing gathered requirements
and inputs from administrators
Creation of concept map
Project team
Team leader and
members
2 Days
3 Days
Start of development Designing
Coding
Team leader and
members
4 Weeks

18. Implementation Plan
Strategy Activities Persons Involved Duration
Start of development Designing
Coding
Team leader and
members
4 Weeks
Validation and Testing Test system functionality Validate
system procedures
Project leader and
team
3 Days
Integration and
Testing
Checking whether previous
suggestions were integrated
Project leader and
team
2 Days
Presentation with
administrators
Present the system to the concerned
officials for comments, suggestions
and additional inputs
Project leader and
team
Administration
3 Days
Finishing touches Finalizing the system Project leader and
team
5 Days
Implementation Installing the system at users’
workstations
Creating a domain for the system
Project leader and
team
1 week

19. Software Quality Control
Plan
Check
Do
Act
• Analyze the need for an
alumni portal
• Determine what are
required in the project
• Map the processes to be
done
• Establish the objectives
• Implement the plan
• Enumerate possible
solutions to the needs
• Do the processes
• Develop the product
• Take action for the
results gathered
• Collect, measure and
study the results
• Compare against the
expected results