Process Specifications

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Input Specifications

To facilitate and generate an even faster of instruction and data to

the processor, the researcher used the prepared design form for the

Proposed Alumni Tracking and Monitoring System for the College of

Computer Studies. These input are vital for processing and designing of the

system. This will include the Master lists of CCS graduates. The brief history

of the College of Computer Studies, the faulty that compossing the CCS

department. The achievements of the past and the present batches, the

ongoing activities and the future plans ahead.

Database Specifications

Describes the Field Names, Type, Width, and Description of each

Field Name used. The system as mentioned in the early discussion of the

text is construct using ColdFusion Version 4.5. It is therefore requires no

less a windows based operating system and Microsoft Office Business Suite

with ColdFusion Studio.

 Output Specifications

The researcher produces sample screen and layout for the users to

examine the proposed design and may suggest improvement before

implementation. The conceptual framework of the design has been

illustrated in the early part of the documentation. The first screen is the

main cover of the software, which includes the title. After pressing the

enter button, the login menu appears and the user or alumni need to type

their name and password in the box provided. Upon success of entry, the

user may not access the main page which shows the columban mission,

vision and goals. The alumni may proceed to their profile page.

Program Specifications

The program is design to attain the researchers objectives of

developing a College of Computer Studies Online Alumni Tracking System

to set an alternative to the current existing system and to provide a user

friendly faster alumni tracking system.

 System Implementation and

Operation

Equipment Installation

When installing the computer that could be used in the

College of Computer Studies main office, first it could be

properly ventilated because the computer need it and as

much as possible air conditioned. There must be a good

technicians in installing the wiring and cables. They must be

in a safe place to avoid damage of wiring. It requires one

computer unit for the College Dean that will be used for the

proposed system. It could be used for retrieval, updating and

processing alumni records.

Coding

The proposed system needs one authorized assistance or grantee

in operating the system which will act as encoder in updating files.

Training

Training is a vital part for both authorized users and company

operations personnel to make them acquainted with the system. The

programmer will train the authorized users for two weeks period of time,

since the system design is apparent and comprehensive.

Since each user has a unique password, illegal access of personal

file will be avoided.

Testing

Before system implementation, testing should be conducted to

ensure that all program perform its function as per the required users’

specification. The testing is made to be able to compare the Proposed from

the Existing System. Before testing the new system, the Users must be

trained first to understand the flow of the system. The user must know how

to use the program or must have any backgroun on how to operate a

computer. The program test this software through detecting the possible

errors encountered, all modules must be test to ensure clarity and

effectiveness.

Acceptance testing must be done to ensure the required user’s

specification and to satisfy the users and operators.

Conversion

The proposed system used “Direct Changeover” approach wherein

the new system will be used and implemented, and the old system will be

replaced by the new one. Since the only existing system is filing the

information sheets of the alumni in the folder, adapting the new one will be
much convenient and will definitely make jobs faster. The records of the

alumni is safer because of the security provided by the systeem.

System Maintenance

The office of the College Dean will be responsible in maintaining the

Web-Based Alumni Tracking System. Authorized users only could have an

access to the system to have control and security to alumni information.

Cost in maintenance will be minimized, since the proposed system

is simple and flexible. Maintenance is done to update the software to avoid

viruses that may destroy necessary records and information.

In case of trouble shooting the unit, technician of Columban College

will take the responsibility in repairing the unit.

There should be a continuous communication between the users and

the developers of the program to avoid worsening of problems encountered

by the user, and to update the system if a revision has to be made.

5. SUMMARY , CONCLUSION

AND RECOMMENDATION