WEB-BASED ALUMNI DATABASE MANAGEMENT SYSTEM

1.1 Introduction

An Automated Web based Alumni Database Management System is a way of bringing many methods of reporting and control into one working environment. The Alumni association is independent of the school in funding and administrative support. The Association administration is run through the efforts of volunteers and part-time hires. The inability of the association to become a viable entity can be attributed to a few major factors. First, the fluctuations in the work force effort and the lack of consistent commitment to the association have caused inefficient and misguided efforts. The second major factor affecting the viability of the Alumni Association is the lack of an accurate and homogeneous database of the school’s alumni. Alumni records over the history of the school have been maintained in a variety of non-automated methods.

As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Limitations of the Study and Definition of technical terms.

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1.2 Background of Study

The Nnamdi Azikiwe University Alumni Association has been in existence for a number of years but has not been able to become a viable entity. The association's goal is to provide a professional network for the graduates of the Nnamdi Azikiwe University. The Alumni association is independent of the school in funding and administrative support. The Association administration is run through the efforts of volunteers and part-time hires.

The inability of the association to become a viable entity can be attributed to a few major factors. First, the fluctuations in the work force effort and the lack of consistent commitment to the association have caused inefficient and misguided efforts. The second major factor affecting the viability of the Alumni Association is the lack of an accurate and homogeneous database of the school's alumni. Alumni records over the history of the school have been maintained in a variety of non-automated methods. Once a student graduatesthe records are archived, thus making access to these records difficult and time consuming.

This research work is focused on developing a computerized Web based Alumni Database Management System to handle the data requirements of the association. The basic requirements for the system include the storing of alumni data for quick and efficient retrieval, which would also provide mechanisms for the updating of the stored data in an automated manner.

Increasing demand for accuracy, efficiency and effectiveness coupled with user friendliness has become the major strive of most organizations public or private. This fundamental requirement presents the notion that automated systems are not only indispensable part of every organization but is also a way of achieving accuracy, efficiency and stated effectiveness within the body.

Zuboff (1988) defines the process of automation as a service to perform tasks with great speed and accuracy.

A web based Alumni Database Management System, all necessary efforts and analysis were implemented in order to develop a suitable database management system that will solve the problem faced by the university alumni department, by efficiently reducing the time taken in storing varied information of the numerous alumni in files and cabinets that are almost insecure and stressful to access. Nnamdi Azikiwe University Alumni Association has variety of methods in the control, management and reporting thereby necessitating automation of the system.

Grammatikou et al., 2003 had found that databases and information retrieval technology had changed the ways organizations were producing reports by providing on spot and timely access from various locations.

The World Wide Web (WWW) became one of the most important media for sharing information resources. Programs, tracking of information, information monitoring, and various other types of resources could be accessed through the www (Bing et al., 2001). Research results, new findings, and other information could also be put on the web from anywhere at any time by the right people. Therefore, since www had provided a good infrastructure, Reports could be accessed centrally by management of alumni department using an integrated Management Information System through the Internet.

Harpreet (2002) mentioned that the use of WWW or computer system could enhance organizations and improve on their communication and therefore effectiveness in service delivery. Likewise, organizations and institutions today are being forced by the internet to move toward “teleworking”. Therefore, there was need for web-based computer system that could provide easy access of information online and also provide accessibility to information from anywhere, anytime. This necessitated management to have access to the database. This was done by registering them into the system and then giving the privilege to them once logged-in. This was provided at the login time and other unauthorized users denied access.

An automated Web based Alumni Database Management System is important for management of university alumni as well as for the staff and productivity. Unfortunately, the system seemed to be far-fetched, especially when it was done manually using many different methods of data manipulation. But with automation, only the administrator will have to be responsible for the manipulation of data using highly advanced and user friendly user interfaces. This of course will result in speed and accuracy in data handling Zuboff (1988).

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1.3 Statement of Problem

Overtime, traditional approaches have been employed in the management of alumni information, and this approach is not flexible, efficient and productive. Keeping track of all students who passed through the university since its inception is obviously an uphill task as files containing information and details of these students may have been lost, damaged or even forgotten about. At times reports disappear as they are hard copies and tracing them becomes a problem.

The few computers in use are all stand-alone which has created a lot of loopholes in the system because there is no tracking and/or monitoring of the system for the information available in the department and there are no security measures in place.

Such complex scenarios were often not easy to satisfy manually because the process of managing data will be stressful due to numerous file handling, slow because of non-automation, inflexible due to disparity in information supplied and most likely repetition of records; thus the need for computer software, and a web based automated system as well as a centralized database.

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1.4 Aim and Objectives of the Study

The aim of the study is to design and implement of a Web-based Alumni Database Management System. In achieving this aim, the following specific objectives were laid out as follows to develop an application software that will:

1. Keep alumni information organized under administrative control no matter how disparate, fast changing or intricate it may seem.
2. Incorporate automation in the storage and retrieval of alumni information.
3. Incorporate security measures in data manipulation within the system.
4. Provide ease of access through the use of well-designed, user friendly interfaces and the World Wide Web.

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1.5 Significance of Study

A web-based alumni database management system for Nnamdi Azikiwe University will:

1. Save time and cost.
2. Automate the mechanism for search and retrieval of information.
3. It ensures uniformity by providing a centralized database system for all alumni information.
4. It is faster, more user friendly, and provides secured access to information.

This study will be of immense benefit to other researchers who intend to know more on this study and can also be used by non-researchers to build more on their research work. This study contributes to knowledge and could serve as a guide for other study.

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1.6 Scope of Study

The scope of this study is limited to designing a web-based alumni database system for Nnamdi Azikiwe University alumni, which will serve as a central repository for all information of her graduates.

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1.7 Limitations of the Study

During the course of this study, many things militated against its completion, some of which are:

1. Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
2. Establishment Policies: Establishment policies posed a serious limitation as most staffs are not ready to release information needed for this project work. There were lots of information needed from the staffs of this institution to enhance the study which took them time to release or they did not release at all for security purposes, hence the scope was reduced.
3. Research material: availability of research material is a major setback to the scope of the study.
4. Frequent power failure: This made the researcher append more money on fuel to ensure sustainable power.
5. Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet).

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1.8 Definition of Terms

Data: facts or information, especially when examined and used to find out other things or to make a decision.

Data item: smallest named unit of data that has meaning in the real

Record: group of related data items treated as a unit by an application program

File: collection of records of a single type (examples: president, election)

Database: an organized set of data that is stored in a computer and can be looked at and used in different ways

Database management system (DBMS): a generalized software system for organizing and managing a large amount of data.

Database administrator (DBA): person or group responsible for the effective use of database technology in an organization or enterprise.

Object: is anything exhibiting a property and/or behavior of interest within the scope of the system under investigation.