Chapter One

Introduction
1.1 Introduction
In this chapter discusses the background of Online Alumni Management System that
collects the information of graduated students from the HAU also discusses the problem
statement, scope of the system and objectives.

1.2 Background of the study

In the development of colleges and universities, alumni resources can be used to promote
teaching and research, drive internships and employment, strengthen the multi-dimension
interaction and communication of industry-university-research [1]. Alumni management work is
directly related to the amplification effect of alumni resources in "Internet" era.

Therefore, this thesis builds an intelligent integrated alumni information management

model using intelligent data processing technique, data mining, machine learning and intelligent
algorithm. This model promotes the exchange of students, teachers and alumni through alumni
social networks, collects and stores mass alumni information intelligently based on multiplatform
media, integrates alumni resources into employment, teaching, research, management and
service, finally achieves the efficient use of alumni resources. The new Alumni Association
President decided that the Association should use the resources available to it and have a
computerized database management system developed to handle the data requirements of the
Association. The basic requirements for the system included the storing of Alumni data for quick
and efficient retrieval, which would also provide mechanisms for the updating of the stored data.
Additionally, the system would be required to automate and perform the routine accounting and
billing functions necessary to maintain the membership records of the Association.

The Alumni Database Management System (ADMS) was developed to make the
management of Alumni data easier and more efficient, as well as automating the business
functions of the Association's membership accounting. To accomplish these objectives, it was
necessary to analyze the data requirements necessary to maintain the Alumni Association's
database. This also required the identification of the business processes used in the maintenance
of the Association's memberships so that they could be automated.

Electronic registration or e-registration, web based registration or even online registration

is a secure website that students enter to indicate that they will attend classes in the upcoming
(fall or sprint) rain or harmattan semester (Strauss, 2000). Students can access the e-registration
site from anywhere with an internet connection. Mostly these sites are portals. Pena-Lopez
(2007) describes a web portal as a site that functions as a point of access to information on the
World Wide Web and portals present information from diverse sources. The Google directory
describes the term portal as where users control the content. There are several terms in library
and information science and indeed IT that have their origins borrowed from other disciplines
and a portal is one of such (Brakel, 2003). It must be borne in mind that the Web, a resource of
the Internet, and a tool to browse the Internet is the first ever innovation that allows anyone to
publish to a vast number of users via the Internet. The portal in this context, is more than a
gateway, it is a hub from which users can locate all the Web content commonly needed (Nielsen,
1999).

The system is a platform for organizations – universities, colleges, companies to leverage

and for efficient communication and other in-house operations. Put more simply a portal collates
― a variety of useful information into a single, one-stop` web-page, helping the user to avoid
being overwhelmed by infoglut` or feeling lost on the web‖ (Looney and Lyman 2000 33).
However, the Internet (Internet gateways or libraries) are not focused on internal enterprise
functions. Reasons why organizations have a portal according to (source) include: Information
customization: Information personalization: Efficiency in accessing information (work flow):
Link integrity software issues that link work: Enhancements and features such as calendars, to do
lists, schedules, hours of operation, discussion groups and chat, announcements and alerts, job
openings, career opportunities, reports and documents, search, emails, course schedules, grades,
CPGAs (Cumulative Point Grade Average), transcripts, campus and world news, links to
reference materials, bookmarks, etc. (Brakel, 2003). The roles that a portal supports includes
those of students, faculty, staff, managers, workers, provosts, academic departments, IT
facilities, scholars, researchers, prospective students, alumni, visitors, friends and vendors. (Katz,
2002).
 1.3 Problem Statement
The majority of graduate students are not interested in joining Alumni. Instead, some of
them really don’t know about alumni. This phenomenon also occurs at Horn of Africa University
in Somalia. Student must go to Student Affairs office to get an Alumni form, fill-up the form and
submit back to complete the registration process. But some of them think the process to become
an alumni member is inconvenient. So, hopefully this problem can be reducing after developing
this system an online System that students can able to view their data and graduate date.

1.4 The purpose of the project

The purpose of this thesis is to develop web based for Alumni management system that
collects information of the graduated students from the Horn of Africa university which helps the
university to track the graduate students and their jobs, updating their data when needed.

.1 Project Objectives
 To design Alumni management system using PHP as front end and Maria DB as back end.
 To study current and existing system
 To be managed and controlled more all the different graduated students from different faculties

1.5 Research Questions

 Why is the Alumni Management system required?

 What facilities must be supported by the proposed system?

 How will the proposed system help the university?

 Which kind of modules is required to design the Alumni system?

 What are current process problems?

 Is there any problem using manually documentation?
 Is there any problem moving to computerized system?

1.6 SCOPE OF THE STUDY

In this study, online Alumni Web Based for Horn of Africa University of Somalia (HAU)
plans to implement the system. The study intends to provide an online registration for Graduate
Students from the university in which it should contain the description and brief overview about
the students, the faculties and the jobs outside when graduated. The scopes of the study are:

 Online Registration for Alumni student

 Their locations
 Employed and unemployed students

1.7 Significance of the project

Online Alumni management system will specify all necessary information that relates graduate
students of the University in highly manner. The significance of this project is to aware the
graduate students and their jobs by improving the efficiency of decision regarding Alumni
management.

OAMS will provide insight and knowledge about graduate students issues to HAU particularly the
offices of the Public relationship. The project will be useful for the students and researchers who
are willing to develop such system by their degrees.

1.8 Organization of the Project

HAU Alumni management system will clarify the collection and analysis of basic information
about graduate Students and their jobs.

The assignment outcome of the project is to develop an information system which facilitates
controlling all aspects of the Alumni, time effectively and initiative transparent.

The project is organized as follows:

Chap1: Presents Introduction of Alumni Management System

Chap2: Presents Literature Review of Alumni Management System

Chap3: Presents Requirement Analysis of the application