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WOLLEGA UNIVERSITY

COLLEGE OF ENGINEERING AND TECHNOLOGY

DEPARTMENT OF INFORMATICS

PROGRAM OF COMPUTER
SCIENCE

Title: Wollega University Alumni Association Management


System

January 26, 2017


Nekemte Ethiopia
Final year industrial Project I submitted

To

Department of Computer Science

By

1. Asress Tilaye……………………….InfR/0731/13
2. Biftu Tesfaye……………………….InfR/0098/13
3. Temesegen Tekilu………………….InfR/0849/13
4. Aster Sisay…………………………InfR/0733/13
5. Bontu Endalew ………………….....InfR/0750/13
6. Firaol Girma………………………..InfR/0779/13

Advisor Mr. Misganaw K


ACKNOWLEDGMENTS

Thank you GOD,

Secondly we wish to extend our sincere appreciation to Mr. Misganaw his continuous
supervision, guidance, advice and constructive ideas throughout our work and making this
partial project to be successful. We hope his cooperation will proceed till the end of the project.

The special thanks extend to the University industrial linkage directorate director Mr. Getu
Abebe who gave us great detail knowledge of the existing system. We would also like to thank
instructors that we had in informatics department for all valuable contribution of knowledge that
they thought us while asking.

At the last, but not least, even if it is unusual, special gratitude for the group member
participates with a great role with each other. Without the contribution of the group, our work
would not be successful.
ABSTACT

A common concern in institutions of higher education is to keep its former students involved with
academic activities.
It is an agreement that one of the most valuable assets of universities is their alumni, given that
their accomplishments ensure more exposure for the university. In recent years, universities
have encouraged a movement toward the establishment of alumni associations, as they provide
networking opportunities and contact between the university and the alumni or among the
alumni.
An association that seeks membership and participation of its alumni should invest in the
development of an attractive way.
In this sense, the project is aimed at analyzing a new system for alumni association mainly
designed for Wollega University which is easy, fast, and efficient communication system. The
system is a web based application that can be accessed throughout the World which manages
information about the university and the students, gone together with technology.
Contents
CHAPTER-ONE..............................................................................................................................8
1. INTRODUCTION....................................................................................................................8
1.1. Background information...................................................................................................8
1.2. Strength and weakness of current system......................................................................9
1.3. Background of the project...............................................................................................10
1.4. Statement of the problem................................................................................................10
1.5. Objective of the project...................................................................................................11
1.6. Scope and limitation of the project.................................................................................12
1.7. Feasibility analysis..........................................................................................................12
1.7.1. Operational or organizational feasibility.................................................................12
1.7.2. Technical feasibility.................................................................................................13
1.7.3. Economic feasibility................................................................................................13
1.8. Significance of the project..............................................................................................14
1.9. Beneficiaries of the project.............................................................................................15
1.10. Methodology of the project.........................................................................................16
1.11. Budget and activity schedule.......................................................................................17
1.12. Hardware and software specification..........................................................................18
1.13. Risk and constraints....................................................................................................19
CHAPTER-TWO...........................................................................................................................20
2. DESCRIPTION OF THE EXISING SYSTEM.....................................................................20
2.1. Description of existing system........................................................................................20
2.2. Business rules of existing system....................................................................................21
2.3. Report generation in the existing system........................................................................21
2.4. Forms and documents used in the existing system.........................................................21
2.5. Problems of the existing system using pieces frame work.............................................23
2.6. Practice to be preserved from the existing system..........................................................24
2.7. Alternative options to address problems of the existing system.....................................24
2.8. System requirement of the new system...........................................................................24
CHAPTER THREE.......................................................................................................................26
3. MODELING...........................................................................................................................26
3.1. Use-case modeling..........................................................................................................26
3.2. Use-case documentation.................................................................................................30
3.3. Sequence diagram or activity diagram............................................................................39
3.3.1. Sequence diagram........................................................................................................39
3.3.2. Activity diagram.........................................................................................................47
3.4. Analysis level class diagram...........................................................................................55
3.5. Supplementary specification...........................................................................................56
3.6. Business rules of the new system....................................................................................57
CHAPTER-FOUR.........................................................................................................................58
4. DESIGN.................................................................................................................................58
4.1. Introduction.....................................................................................................................58
4.2. Class type architecture....................................................................................................58
4.3. Class modeling................................................................................................................60
4.4. Component modeling......................................................................................................61
4.5. Deployment modeling.....................................................................................................63
4.6. Persistence data management..........................................................................................65
4.7. Mapping ( Hardware and Software mapping).................................................................67
4.8. Object models (revised class diagram and service specification)...................................67
Table of figures
Figure 1- 1 the structure of the existing system...............................................................................9
YFigure 2- 1 registration form of the existing system
…………………………………………....22
YFigure 3- 1 general use diagram of the
system…………………………………………………..27
Figure 3- 2 partial use case diagram for alumni officer office......................................................28
Figure 3- 3 partial use case diagram for the alumni......................................................................29
Figure 3- 4 partial use case diagram of the administrator.............................................................29
Figure 3- 5 sequence diagram for login.........................................................................................40
Figure 3- 6 sequence diagram for registration...............................................................................41
Figure 3- 7 sequence diagram for search alumni...........................................................................42
Figure 3- 8 sequence diagram for sent mail...................................................................................43
Figure 3- 9 sequence diagram for insert data.................................................................................44
Figure 3- 10 sequence diagram for add forum...............................................................................45
Figure 3- 12 sequence diagram for add events..............................................................................46
Figure 3- 13 sequence diagram for upload file..............................................................................47
Figure 3- 14 activity diagram for registration................................................................................48
Figure 3- 15 activity diagram for login..........................................................................................49
Figure 3- 16 activity diagram for update profile...........................................................................50
Figure 3- 17 activity diagram for sent mail...................................................................................51
Figure 3- 18 activity diagram for upload file.................................................................................52
Figure 3- 20 activity diagram for add forum.................................................................................53
Figure 3- 21 activity diagram for insert data.................................................................................54
Figure 3- 22 activity diagram for add event..................................................................................55
Figure 3- 23 analysis class level diagram......................................................................................56
YFigure 4- 1 the class type architecture…………………………………………………...………
59
Figure 4- 2the overall architecture of the proposed system...........................................................60
Figure 4- 3 Class modeling............................................................................................................61
Figure 4- 4 over all component diagram........................................................................................62
Figure 4- 5 Outlook component diagram.......................................................................................63
Figure 4- 6 deployment diagram....................................................................................................64
Figure 4- 7 the overall deployment diagram..................................................................................65
Figure 4- 8 persistence data management diagram........................................................................66
Figure 4- 9hardware and software mapping..................................................................................67
Figure 4- 10 object model for office..............................................................................................68
Figure 4- 11 object model for administrator.................................................................................69
Figure 4- 12 object model for alumni...........................................................................................70
Figure 4- 13 object model for message..........................................................................................71
Figure 4- 14 object model for upload file......................................................................................72
Figure 4- 15 object model for account...........................................................................................72
Figure 4- 16 object model for forum.............................................................................................73
Figure 4- 17 object model for event..............................................................................................73
Figure 4- 18 object model for report..............................................................................................74
List of tables
YTable 1- 1 budget schedule for the project.................................................................................19
Table 1- 2 activity (work plan) schedule for the project...............................................................20
YTable 3- 1 use case description for
login…………………………………………………...........31
Table 3- 2 use case description for registration.............................................................................32
Table 3- 3 use case description for sent mail.................................................................................33
Table 3- 4 use case description for view mail...............................................................................34
Table 3- 5 use case description for upload file..............................................................................35
Table 3- 6 use case description for delete data..............................................................................36
Table 3- 7 use case description for search data.............................................................................37
Table 3- 8 use case description for add events..............................................................................37
Table 3- 9 use case description for search alumni.........................................................................38
Table 3- 10 use case description for add forum.............................................................................39
Table 3- 11 use case description for view forum...........................................................................40
List of acronyms
WUAAMS Wollega University Alumni Association Management System
WAMP Window, Apache, MySQL, PHP
PHP Hypertext Preprocessor
MySQL Structured Query Language
CD Compact Disk
RAM Random Access Memory
CSS Cascading Style Sheet
HTML Hyper Text Markup Language
MSc Master
GUI Graphical User Interface
BR Business Rule
IE Internet Explorer
UC Use Case
UML Unified Modeling Language
CHAPTER-ONE
1. INTRODUCTION
Alumni association is an association of graduates (alumni) or, more broadly, of former students.
In the universities, colleges and schools often form groups with alumni from the same
organization. These associations often organize social events; publish newsletters or magazines
raise funds for the organization. It provides a variety of benefits and services that help alumni
maintain connections to their educational institution and fellow graduates. Additionally, such
groups often support new alumni, and provide a forum to form new friendships and business
relationships with people of similar background.

Alumni associations are mainly organized around universities or departments of universities, but
may also be organized among students that studied in a certain country. In the past, they were
often considered to be the universities or schools of old boy network. Today, alumni associations
involve graduates of all age groups and demographics.

1.1. Background information


Alumni are one of the most important assets to any university. They are the people who represent
the university in the real world. Many alumni network initially started from regional groups of
alumni brought together for university fundraising activities. Later, these networks slowly gained
added importance in the development of the university because of their enormous outreach
potential that benefits the university and helps other societies in their career paths.

Alumni association has been in existence for decades and they are constantly changing with
time. There have been very big changes in the recent years with the development of the internet
and social networking that forces the alumni system to undergo huge changes. Therefore, it is
really important for universities to focus on the alumni networks and find ways to enhance their
growth and development.
The system called “alumni association management system (AAMS) proposed in this ideas
offers an inter mix of traditional alumni systems and social networking sites. The brief study on
both systems is undertaken and important features of these systems are incorporated into the new
proposed system.
Why Social networking? This can be described as the act of social relationships for the purpose
of common needs, interests or goals. Networking has been taking place all over the world since
the existence of humans. Nowadays networking has become easy because of the development of
technology. People can interact with one another and share their ideas, discuss their personal and
professional lives without even moving from their desks. The existing systems are usually
developed to facilitate networking between the alumni and their respective universities, but most
of these current systems are not being used by the majority of the alumni.
1.2. Strength and weakness of current system
Even if the WU hasn’t completed management system for the association, in general using the
manual system has their own weakness and strength.
Strength of the current system
In the current system, since it is used computerized in some way in addition to paper; those who
perform that activity doesn’t need more of computer knowledge, since there is no more work in
addition to excel and word program and managing is simple those who have less knowledge of
English language (since mostly used local languages while communication). It also allows
physical interaction of individuals with their friends.
Weakness of the current system
In Ethiopian university, almost most of them are using alumni association as a manual system
including Wollega University. This way of managing system doesn’t give more sense in their
work. Since most of the time information’s regarding their system is posted on notes board and
the beneficiaries are only those who lives belongs to around there i.e. it is difficult to manage the
alumni who live far from the university. The system also takes much time and energy to contact
alumnus when needed and using phone number and Gmail as a method of an interaction doesn’t
give much more scenes. Using paper and excel sheets for data storage have a great risk and there
is no effective data protection. The status of the alumni also does not updated easily and not
uniform redistribution of information for all members at the same time.
1.3. Background of the project
Alumni Association of Wollega University is an independent self-governing organization
charged with the mission of engaging the talents and resources of alumni students and friends in
the life, work and aspiration of Wollega University. It is the most ways to build strong holds
between the university and the ever increasing graduates. Apparently the previous and
prospective graduates are in equal responsibility for the establishment and development of
university alumni association.
Wollega University alumni association allows promoting the health of the university by
cultivating mutually beneficial relationship between university and its growing alumni.
Membership of Alumni Association of WU will support
 Encourage lifelong relationship with and among current and future alumni.
 Facilitate communication with the alumni and the office.
 Works to strengthen alumni bonds of fellowship, professional association and university
association. Structure of the current WUAAM

General assembly

Associating Executive Follow up, support and


committee Evaluation committee

Income generation, Public relation, social


Education, training
resources and finance affairs and
and research sub
administration sub environmental protection
committee
committee sub committee

Figure 1- the structure of the existing system

1.4. Statement of the problem


The majority of graduate students was not joining Alumni association member, rather some of
them really don’t know about this system. This phenomenon was also occurs in our University.
Even if it has their own administration office, it has faced a lot of problems and does not work
properly. This way of association system is inadequate and does not run in the right way. We can
generally identify the problems that are mainly as;
 Service related problem and
 Human power related problem

Service related problem


Since most of graduated student can be gone to different areas of the countries with different
linguistic, there is a problem of advertising some scholarship and other educational chances to
those students which is far apart from the university. Interaction with the alumnus in their local
area is also requires much services. As a result of entered into the diversified society, which can
make difficulties on this alumni office to give service to such graduated students.
Human related problem
For retrieving students data i.e. knowing the graduate students personality, address, and getting
other students information out of the campus is tedious. Retrieving the status of the graduated by
gone into their working is area take much power. The alumnus also not initiated to be registered
as a member after they leave .i.e. the system is performed physically. Even if it is a member it is
worrying to follow the association and there is no efficient service which provides the everyday
activities of both memberships since most of the time the relevant information is posted on
notice board. Also it is difficult to identify who is actively participating in the association.
1.5. Objective of the project
The general and specific objectives of this project are described below:
General objective
The general objective of our project is to develop an effective online communication between
alumni and universities, and improving the Alumni association management system.
Specific objective
To achieve the general objective of the project, the proposed system consists of the following
specific objectives.
 To understand the problem in the current system.
 To identify the problem under the existing system.
 To propose alternative solutions and select the best solutions.
 To collecting data to accomplish the system.
 To provide a means for managing the membership club.
 To design user friendly interface.
 To Document the problems that we are identify
 To implementing, testing and as much as possible deploy the proposed ones.

1.6. Scope and limitation of the project


Scope of the project
This system will be applicable in computers and mobiles devices which supports web browsers.
It will work in every dimension of the world and for those students and workers who was
graduated from Wollega University. It will enable the new alumni to be registered, updating their
profiles, communicate with the members through messages, retrieving information and follow up
the universities missions. For the university it enables to communicate with their graduated, to
announce the university mission, to search students, to identify the status of each alumnus, and
also delivering discussion forum which participate the member .The member also able to
feedback their suggestion about the forum.
Limitation of the project
 Applicable only for students who was graduated from Wolloga University
 Applicable only in English language.
 It does not support video chatting.
 The system does not support special techniques users, who are untrained, disabled or
people who cannot use computer for different reasons.
1.7. Feasibility analysis
Since we are going to develop a system, it is fair to see some conditions regarding to cost clients
(end users), security and time of performing the activity. Feasibility is the preliminary study
undertaken to determine whether the solution consider to accomplishing the requirement is
practically successful and workable in the software application.
1.7.1. Operational or organizational feasibility
It determines how the proposed system satisfies the needs of the organization. To determine the
operation, we should take into consideration the knowledge level of the user. Since the users in
both sides are professional’s i.e. higher level educators and know technologies in consistence, it
will be operational after we have trained how to use the system they can easily use it without any
doubt.
1.7.2. Technical feasibility
We don’t need any ideal technology in order to operate the system properly. Both hardware and
software are greatly available. Also we have a technical knowledge about:-
 WAMP to implement the code
 MySQL to build database
 Requirement analysis to know stockholders constraints for their satisfaction.
 Unified Modeling Language to model and designing in good manner.
1.7.3. Economic feasibility
Economic feasibility is the study of ‘is the measure of cost effectiveness?’ that is because we
sometimes call economic feasibility as cost benefit analysis. In this study we cannot be approved
in deepness since the study is still at the beginning of the project. However, there is a cost and
benefit that we are estimated to show in short and long run.
Tangible Benefits
The tangible benefit of the system is the consequences from the design of web system that can be
considered as money values. It includes
 Reduce cost of the manual data management (reduce expensiveness).
 Avoid human mistake.
 Increase speed of activity and services.
 Give more reliable, accessible, and easily manageable and centralized.
 Intangible Benefits
Our system have a number of benefits that we are not to be easily considered as monetary values
from the project team aspect to have a chance for exercising real world problem. It includes:-
 Increase portability and improve productivity.
 Increase reliability, correctness and efficiency.
 Get well organized information in short period of time.
 Tangible costs
In developed the new system there is a cost that can be accurately put in numeric and measurable
form i.e. in birr certainty which is covered by the department and by our own. This can be:-
 Miscellaneous cost-which will includes hardware development cost and other costs for:-
 Printing paper
 Removal disk
 Desktop computers
 CD
 Software development cost-we will use software which cost is already covered by the
department or from the internet. This include:
 Microsoft office Visio or visual paradigms for UML 11.0, Edraw Max 7.9 and
pencil to design different diagrams and figures.
 Notepad ++ to write the php codes.
 Microsoft office world and Microsoft office power point for documentation
and presentation.
 MySQL from WAMP or XAMP to store the data in centralized database.
 Any browser to bows the system and any window operating system
 Intangible costs
Are costs that can be acquired in developing the system but which is difficult to represent in
monetary values. This includes:-
 Knowledge that we are spent to develop the system.
 Time for adapting system
 Train department official who operates new system
 The time and knowledge of advisor for advising the group.
 The administrator office to give information regarding the current system.
1.8. Significance of the project
In modern generation, advance technology become part of our lives. Everyone wants to acquire
accurate and timely information about its operations for the success of the organization. Also
information plays a vital role in the organization, the proposed alumni system therefore have
inevitable connotations as an outcomes of success. It includes:-
 Easily access alumni information in organized and centralized database.
 Avoid alumni file missing and material wastage.
 Ensuring timely and efficient sharing of critical information within the association.
 Avoid tiredness of searching the status of the alumni through manual.
 To minimize from more expenditure.
 Time consuming tasks should be reduced.
 Avoid the information gap between the university and its alumni.
1.9. Beneficiaries of the project
The main advantage of the new system over traditional system is the empowerment of its users to
accomplish its tasks.

 For the Alumni-


The system proves to be advantageous for the alumni. Each alumnus is likely to have a unique
life experience and the system provide an ideal place for them to share their stories and life
experiences by re-unions with old friends. Alumni who turned into entrepreneurs may benefit by
recruiting fresh graduates from their home university, a place whose educational standards they
trust. Some of the other benefits:-
Exclusive networking. Since the system is very restricted social networking
environments, they are very good platforms for alumni to meet their class mates and
fellow students and can maintain continual contact with them in future.
Special benefits. University provides special benefits for their alumni.
Career path assistance. Interaction between alumni may result in valuable career path.
 For the university-
The university is one of the main areas who get benefits from the alumni system. Some of the
main benefits are:-
Improving standards: the university can come along with the alumni and discuss on the
new emerging technologies in the real world and make necessary changes to the
curriculum.
Marketing: Universities whose alumni are supposed and distinguished can promote the
brand of the university through highlighting their association with the individual.
Fund raising; universities can organize events for the alumni, which in turn act as fund
raising activities for the universities.
Stored data centralized is the most way. The system helps the student’s data on server
database and can obtain the data everywhere, every time.
 For the societies
This includes students, different societies of the university and anyone who wants to view the
system which is called as visitors. It initiates students to join before they leave the universities, in
this way it will not be difficult to encourage them to use the system after they graduate.
1.10. Methodology of the project
In developing this system some methods will be applied in order to accomplish in an effective
manner.

 Data collection methodology


Data collection is one of the important tasks to analyze how activities done in the existing system
for developing the proposed system.
Interview: we use this technique to get direct information to those who run the
traditional system and other related persons who have knowledge of alumni.
Practical Observation: we observe physically the current existing system done
manually to collect additional information and analyzing their difficulties and we
observe other social Medias like face book.
Questionnaires’: we prepare questions about the project to different bodies.
Documents Analysis: so far there is lack of existing system concerning on our
project we will reviewing documents i.e. books, e-books, and previously written
project reports which are used as a reference to design system which are going to
develop.
 Tools
Those tools that we are concentrates to design the system are
Back end design tool: MySQL software of the database system will be used in
developing and managing the back end of the system for permanent storage of
records.
Front end design tool: The user interface will be developed using php integrated
development environment. Is a server side scripting language that designed for web
development, as well as used for general purpose language.
Other tools used in the system includes
 Microsoft office 2007 for documenting.
 Macromedia Dreamweaver and Notepad++
 Microsoft office Visio, Edraw Max, pencil –for drawing different diagrams
 Adobe Photoshop: for editing image.
 Testing methodology
We will perform different testing methodology to checking the functionality of the proposed
system.
Unit testing: - first we will test each unit of the system, if problems occurred it will
immediately maintain at which the problem is occurred.
Integration testing: - after we test each component of the new system we will test the
whole class to check whether the system meets all the functional requirements.
1.11. Budget and activity schedule
 Budget schedule
In order to develop this system, we need
No Resources Amount Unit/cost Price Remark

4. Desktop 1 ----- Free

3 Compact disk 3 8 24

2. Removal disk 8GB 150 150

5. Additional --- --- 200

1. Paper with printing 2 ream 110 220

Total 594
Table 1- budget schedule for the project

 Activity schedule
We arrange program for finishing our task within the specified period of time. The predefined
tentative schedule that we try to specify is as shown below.
Activities 2016/17
No.

February –
November

December

January

June

1 project proposal

2 Requirement analysis

System design and object design


3

4 Implementation and testing

Table 1- activity (work plan) schedule for the project


1.12. Hardware and software specification
 Hardware specification
 Removal disk.
 Processor –Intel core i5.
 Printer –for printing document
 Hard disk-For storage of data
 software specification
 Language: PHP5, CSS, HTML, JavaScript.
 Operating System: window 8
 Data storage: MySQL
 Browser: Any latest browsers, i.e. Chrome, Firefox, Opera, IE.
1.13. Risk and constraints
Risks are generally perceived in a negative way but in fact they are merely events or
circumstances that might occur and, would affect the original plan. Every business needs a risk
management plan, whether it is as simple as purchasing liability insurance or so complex as to
require full-time risk managers to execute it. There are a lot of problems that will struggle for us
for developing our project:-
 Shortage of enough time to develop a system
 Power failure and data lose:
 Computer viruses:
 Luck of document regarding the manual system.
 Failure of programming tools due to overload work on the pc.
 Shortage of equipment like personal computer
 Loses of data due to virus
Management methods to recover the above risks:
 We use properly our time to finalize our project.
 We would have file Backup like CD, internet.
 We should have antivirus with continuous update.
 We should use different reference to do our project in smart way
CHAPTER-TWO
2. DESCRIPTION OF THE EXISING SYSTEM
2.1. Description of existing system
Prior to the day, the University had limited ways to engage their former students.
Communications were through postal mail, letters, phone numbers or magazines. Since the
alumni are likely to be geographically scattered in search of their careers, the universities lost
much efforts to reach alumni as affected by publication and mailing costs. Most communications
were informative in nature and not interactive. Alumni interest and participation in university
news was usually higher in individuals those who were stationed within a proximity to the
university, or those who have partners live there.

In Wollega University, the community service and industrial linkage office maintains
information manually about alumni students. This does not allow efficient data management and
retrieval process. Often the information may not be available on time. Inside the administrative
office several activities performed which benefits graduated as well as the university itself. The
office uses computer to record different data of the alumni which is maintained at individual
database i.e. building innumerable excel sheets and papers which is timely delay process. These
sheets may be collected by the organization and shared with all the alumni but this activity may
not be frequent. Email IDs and phone numbers may be freely shared and can lead to excessive
spam mails. This apparent lack of privacy will force many alumni to avoid sharing of their
details to fellow alumni. All the information regarding the alumni has only accessed by the office
manager and other bodies have not any information, the activity performed by the office and how
the alumni system operates. Even if the alumni may become a member, there is no any meeting
of the whole member about how we run the system. Each member doesn’t make interaction with
each other and there is no a method of expressing their suggestion about the association. The
existing system has the following formation methods.
 The association has general congress which includes all members.
 Those who lead the congress are chairman, secretary and one member.
 The group has one executive comity and three different sub comities that are selected
on the general congress.
2.2. Business rules of existing system
Even if there is no clearly defied approved regulations, there is a rule which is printed out as
principles or obligations that the alumni accepting to become a member.
BR1. Should respect the legislation of the association and work on success.
BR2. It should accept the majority right and decision.
BR3. It should willingness to participate on the societies according to his professions.
BR4. It should work in honesty when he/she is selected on some position by the
association.
BR5. It should respecting the association vision and work for achiness, developing work
habit.
BR6. When he/she resign from the member, has to give back all resources of the
association if it has taken.
BR7. To be a member, happy to pay the membranes payment while it is decided by the
general assembly according to their income.
2.3. Report generation in the existing system
Even if there is no more previously done result, the report generation has performed annually to
the appropriate person using paper and specified on the notice board. The report is written by the
managers manually which includes the list of the member and the budget that are consumed.

2.4. Forms and documents used in the existing system


In any business, documents and forms are the fundamental for the existence of different process.
The office uses the following forms for registering the member which is documented as a
document archival.
Wollega university

Alumni association membership applicant form

Date____/____

Applicant

 Name__________________________
 Father’s Name_____________________
 Grand father’s name___________________________
 Sex(use ’x’ mark) M F
 Birth date _____ month ______ year _____
 field of study : under graduate

: Post graduate

 year of graduation ______________


 Address_________________________
 Country_________________________
 State/Region_________________________
 Zone_________________________
 Woreda_________________________
 Town_________________________
 Kebele (village/town) _____________________
 Mobile cell phone no_____________________
 E-mail account_____________________
 Telephone no :home_____________________
 Office_______________________________
 P.O.Box ___________________________
 Status/kinds of emplacement________________________________
 Government: Yes No
 NGO employee: Yes No
 Private owned organization Yes No
 Self-employed: Yes No
 Unemployed: Yes No
 others____________________________________________________________

I _____________________(state your name)officially submit this application to join Wollega


University Alumni Association as member to act as per the foundation document and respect the
rights and responsibilities of an individual member and all other obligations too.

 indicate the amount of money you want to contribute for the Association monthly,
based on your personal interest Birr________( )
 Approval: Full name_____________ signature _____ Date ____ year______
Figure 2- registration form of the existing system

2.5. Problems of the existing system using pieces frame work


Problems are undesirable situations that prevent the organization from fully achieving of its
success, goals, and objectives. We describe the problems in PIECES framework accordingly as:-
 Performance problem: it is unable to perform tasks and activities with required time.
Slowest in response time is tedious and not good.
 Information problem: information gap between the alumni and the university which leads
to poor decision making.
 Economic problem: it spending an extra cost to find the alumni and to meet each other, it
takes human power to perform the task, huge amount of papers for information storage.
 Control problem: results from insecurity of the system. The current system may access by
an authorized person, since it is mostly use documents.
 Efficiency problem: the current system does not have an alternative option. The storing
and locating of data takes much more time. Redundancy flow of information can be
inputted, processed, as redundancy as per demands.
 Service problems: it is not facility to full fill the interest of users.

2.6. Practice to be preserved from the existing system


In the existing system there is an experience to be encouraged in the new system. This includes:-
 Sensitive information has to be captured and stored on the hard copy.
 Discussion regarding the association.
 The registration form is longer needed.
 Use phone number and Gmail are needed.
 Collecting alumni data.
 Connecting membership with each other.
 Their business rules also preserved in the new system.
2.7. Alternative options to address problems of the existing system
Since most problems are primarily results from the manual system, to address this problems the
team put an alternative solution which is called “web based alumni association system” which
changes the manual system into web based system.
2.8. System requirement of the new system
Our system requires functional and non-functional requirement in order to perform the tasks and
services given for the user.
Functional requirement
The new system gives observable activities or process that must be performed. It performs all the
tasks that were done by the current system without changing their roles.
 The system shall allow the legal applicant to be registered.
 The system shall allow each alumnus chatting with each other.
 The system shall allow search the member.
 The system shall allow delivering of events and news.
 The system shall allow uploading files.
 The system shall allow the users to view list of the members.
 The system shall allow submitting the data of the alumni.
 The system shall allow delivering discussion forum (idea) regarding the system that
needs suggestions of the member.
 The system shall allow tracking reports about the member when needed at a time.

Non-functional requirement
Our system gives requirements that are not visible aspects for the user and not essential for the
system but support and give quality of the system. It is not described what the software will do
but how the software will do it. It includes:-
 Graphical user interface (GUI)
 The system provides web application user interface that are compatible with internet
browser.
 Performance requirement
 The system shall function in real time: any operation trigged by the alumni shall
complete in few seconds.
 Help and support
 For unfamiliar users it will have a guide line to know how to use the system and how
to handle if a mistake happens.
 Security requirement
 In order to use certain features of the system, users must first authenticate themselves
by user name and password. The system shall not allow access if the user fails to
provide correct login information.
 Scalability
 Since the number of graduated is increases from time to time the system not effect
on the database size.
 Maintainability
 The system will maintain or update with time.
 Documentation
 The system has well defined documents that helps the user to understand and easy
to maintain.

CHAPTER THREE
3. MODELING
System modeling is the conceptual model that describes and represents a system. The system
comprises multiple views such as planning, analyzing, designing, implementing, input data and
output data view. It involves in making decision about which abstraction is the part of the system
under consideration and which fall outsides its boundaries.
3.1. Use-case modeling
Use case modeling is the unified modeling language artifact which is intended to capture the
essence of problems through idealized and abstract descriptions. Use case diagram identifies a
sequence of actions that provides a measurable value to the actor and describing the ways in
which the environment interact with the system. It model unit of functionality provided by the
system to the user and highlights what users are trying to accomplish and the responsibility of the
system. It is the collection of all actors and use-cases. We also use extends and includes (uses)
concept in the use case.
 Actors of the system
 Director office
 Alumni/Graduated student
 Administrator
 Guest user/visitors
General use case of the system
manage forum
view detail_alumni
logout
generate report
view forum
<<include>>
«extends»
<<include>>
manage data <<include>> <<include>> search alumni
<<include>> <<include>>
manage member <<includes>> login <<include>> profile
office Alumni/
director <<include>>
<<include>> graduated
upload file <<include>>
<<include>> view file
<<include>>
manage events

messaging register
manage account

Administrator view member Visitors/


guest user
view events

Figure 3- general use diagram of the system


Partial use case of the director office
view forum

<<extends>> add forum


<<extends>>
manage forum search data

view data <<include>>


generate report <<extends>>
<<extends>> delate data <<include>>
<<extends>>
<<include>>
manage data <<extends>> update data
<<extends>> <<include>>
<<include>>
insert data
<<include>>
upload file delete <<include>>
<<include>> login
<<extends>>view details <<include>>
<<extends>> <<include>>
director office manage member
<<extends>> <<include>>
view member
<<extends>> <<include>>
<<include>>
search
<<include>>
<<include>>
sent mail
<<extends>> <<include>>
messaging <<extends>> view mail

manage event <<extends>> view event


<<extends>>
delete event
<<extends>>

add event

Figure 3- partial use case diagram for alumni officer office


Partial use case diagram of alumni

update profile

comment

view forum
register <<include>>
<<include>>
view member
members <<include>>
<<include>>
search member <<include>>
alumni/graduated login
<<include>>
view details <<include>>
<<include>>
view events <<include>>
<<include>>
view file
messaging
view mail

sent mail

Figure 3- partial use case diagram for the alumni


Partial use case diagram of administrator

view member

members <<include>>
create_account
<<include>>
login
manage account <<include>>
update_account
<<include>>

<<include>>
administrator delete_account

events

view event

Figure 3- partial use case diagram of the administrator

3.2. Use-case documentation


Use case is an interaction between the user and the system. It identifies the goal of the user
which is provided from the system and the responsibility of the system towards the user.
Use case name Login

Actor Admin, alumni and office

Description To authenticate the user

Pre-condition They must have already registered or have an account before login to the
system.

Flow of events 1. Users enter into the system.


2. The system displays login page for the user.
3. The system prompts the user to enter the Login form
4. The user fill up the user name and password text field, and select
the user type from the combo box.
5. The users click the login button.
6. The system checks the validity of the user name, password and
user type.
7. The system prompts successfully login.
8. Use case end.

Alternative events User name, password, user type or both incorrect.

A4. The system display error message and promotes to re-enter correct
username, password or to select correct user type. And if the user forgot
password, “forgot password” option is provided

A4. The use case resumes at step3 of basic flow of events.

Post condition account displayed successfully


Table 3- use case description for login

Use case name Registration

Actor Alumni

Description A form that the new applicant fill to become the member of association.

Pre-condition It must type the web address of the system.

Flow of events 1. The alumnus enter into the website of the system
2. The system displays the home of the system.
3. The alumnus clicks the register link.
4. The system prompts the alumnus to fill the data.
5. The alumnus fills up the text field and clicks enter.
6. The system checks the data.
7. The system displays the registration form.
8. The user fills the provided information on the text field.
9. The system checks the validity of the information.
10. The user clicks on the registered button.
11. The system prompts successfully registered messages to
the alumni.
12. The use case end.

Alternative events Case 1:-when the data doesn’t exist


A7. The system prompts the data doesn’t exist message.

A9. The user resume on step 5.

. Case 2:- when the user enter invalid text field.

A10.the system prompts invalid text field.

A11. The user resume on step 8.

Post condition The alumni successfully registered


Table 3- use case description for registration

Use case name Sent mail

Actor Officer/alumni

Description The alumni can communicate with the officer and with their friends.

Pre-condition The alumnus should be a member of the association.

Flow of events 1. The user wants to enter the website of the system.
2. The system displays the home page.
3. The user goes to the message link area.
4. The system activates the message form.
5. The user clicks the sent mail option.
6. The system activates the sent form.
7. The users select the receiver name and fill the message
text area.
8. The users click the send button.
9. The system checks the name if it is exists on the
member and the validity of the content.
10. The system promotes message sent.
11. The use case end.

Alternative flow Case 1: when the receiver is not a member of the association

A10.the system returns at step 7.

Post-condition Your message is successfully delivered to the ‘+ user name’


Table 3- use case description for sent mail

Use case name View mail

Actor Office /alumni

Description The office and the alumni can view the incoming messages
form another body.

Pre-condition The office and the alumni type the web address and login into
the system.

Flow of events 1. The user wants to click the message link.


2. The system displays the option from the message link.
3. The user clicks the view mail link.
4. The system displays the list of messages in the order
the date with their sender name.
5. The user clicks the required one to view detail.
6. The system displays all contents.
7. Use case end.
Table 3- use case description for view mail

Use case name Upload file

Actor Office

Description The office wants to deliver relevant information to the system.

Pre-condition The office types the address of the system and approves the legality of
the information.

Flow of events 1. User clicks on the upload link.


2. The system returns the form to the user.
3. User brows the file from the computer or any.
4. User clicks the upload button.
5. The system identifies the validity of the file i.e. type, size.
6. The system prompts data uploaded.
7. The system stores the data on to the server.
8. Use case end.

Alternative flow Case 1:-


A3. When the user brows incorrect file name.
Case 2:-
A4.the uploaded file exceeds the maximum size, that will be
uploaded.

A6. The user resumes at step2 of basic flow.

Post-condition The file is successfully uploaded


Table 3- use case description for upload file

Use case name Delete data

Actor Office

Description The removal of data which is stored previously when the data is
unwanted or when the member is not authorized for the association.

Pre-condition The data was inserted and the user must be login to the system

Flow of events 1. The user clicks the manage data link on the home page.
2. The system activates the link.
3. The user clicks the delete data link from the option.
4. The system displays the delete data form to the user.
5. The user fills the necessary information
6. The system checks the inserted field.
7. The user clicks the delete button
8. The system prompts successfully deleted information
message to the user.
9. Use case end.

Alternative flow Case 1:-when the data does not exist.

A8. The system prompts the data does not exists

A2. The user resumes to step5.

Post-condition The system prompts successfully deleted information message to the


user.
Table 3- use case description for delete data

Use case name Search data

Actor Office

Description The office can find the specific data which is stored previously for
different purposes.

Pre-condition The data was inserted and the user must be login to the system

Flow of events 1. The user clicks the manage data link on the home page.
2. The system activates the link.
3. The user clicks the search data link from the option.
4. The system displays the search form to the user.
5. The user fills the necessary information in the appropriate
field.
6. The system checks the inserted field.
7. The user clicks enter.
8. The system display all data based on the appropriate
search form.
9. Use case end.
Alternative flow Case 1:-when the data does not exist.

A8. The system prompts the data does not exists

A2. The user resumes to step5.

Post-condition The data successfully displayed to the user.


Table 3- use case description for search data

Use case name Add events

Actor Office

Description The office can delivery latest information to the whole member

Pre-condition The office type the web address of the system and login into the system

Flow of events 1. The user click the manage event link on their home page.
2. The system displays the link
3. The user can write the events on the text area or brows from the computer.
4. The user click the add button.
5. The system performs the task.
6. The use case end.

Alternative flow When the file name does not exist or maximum weight of file.
A2. The system prompts the office pleas re-enter the event and
the admin resume at step 3 of basic flow

Post-condition The event is successfully added to the database message.


Table 3- use case description for add events

Use case name Search alumni

Actor Office/alumni

Description It is a means of finding alumni

Pre-condition The user types the web address of the system and login into the system.

Flow of events 1. The users click the member link on the menu of the page.
2. The system displays the list in the member page.
3. The users click the search link.
4. The system displays the search page with their form.
5. The users fill the provided text field and clicks enter.
6. The system checks the text on the database.
7. The system displays the required information on to the alumnus.
8. Use case end.

Alternative flow When the name does not exist


A7. The system display not exist messages to the user.
A8. The user resumes on step 5.

Post-condition The request successfully displayed.

Table 3- use case description for search alumni

Use case name Add forum

Actor Office

Description The office can deliver an idea that needs participation of


members about the association.

Pre-condition and login into the system

Flow of events 1. The user clicks the manage forum link.


2. The system displays the option of the forum.
3. The user clicks the add forum link.
4. The system display the form of the add forum.
5. The user fills the text area of the forum page and click
add button.
6. The system validates the form.
7. The system prompts the successfully added messages
to the user.
8. The use case end.

Alternative flow When the text filed is not valid


A7. The system prompts invalid text.
A8. The user resumes on step 5.

Post condition The forum is added and display with the previously
form.
Table 3- use case description for add forum

Use case name View form

Actor Office/alumni

Description The office can view the previously delivered forum to view the idea of
the alumnus. The alumnus can also view the forum to give feedback as
a comment.

Pre-condition The user should be a member and login to the system.

Flow of events 1. The user clicks the forum link.


2. The system displays the view forum form page.
3. The user selects the required forum.
4. The system displays all contents.
5. The user can read the forum.
6. The user can write comments forum the text area.
7. The system checks the validity of the text.
8. The system prompts done message.
9. The use case end.

Post-condition The comments successfully added to the forum.


Table 3- use case description for view forum

3.3. Sequence diagram or activity diagram


3.3.1. Sequence diagram
Sequence diagram is a system model that is used to show the interaction between participating
objects with each other via messages in the execution of a given use case. It is a great way to
validate and flesh out the logic of use case scenarios and to document the design of the system. It
represents the chronology of the passing of messages between system objects and actors.
Sequence diagram for login

:main window :login link :login form login controler account db :home page

user
1:user activate UI()

2:click login link()

3:login form display to the user()

4:fill user name,password and select user type()

5:click login button()

6:transfer action()

7:validate()
8:[invalid i/t] go to step 4()
X
9:[valid account] continue()
X
10:check()
11:[incorrect]response to login form()

12:home page loaded()

13:user account successfully displayed()

X X X X
X
Figure 3- sequence diagram for login
registration registration registration
:alumni main window link data form form controller data base
1:activate UI()

2: click registration button()

3: the data field form displayed()

4:the alumni fill all the provided text field()

5: the user click enter button


6:action transfer()
7:check()
8:[not exist] go to step 4()

9:[if exist]
10:registration form displayed to the user[]

11:the user fill all the provided filed()


12:action transfer()

13:validate field()
14:[invalid] go to step 11()
15:stored on the data base()

16:message responces()
17: succussfully registered message displayed to the user()

X X
X X
X X X

Figure 3- sequence diagram for registration


:user :main window member link :search form :search controler :database

1:activate home page


2:click member link

3:select search link in the option()

4:the form displayed()

5:fill name ()

6:submit()

7:action transfer()
8:check()
9:[if not exist] go to step 4()
10:request()

11:response the request()

10:successfully dislayed confirm()

X X
X
X X
X

Figure 3- sequence diagram for search alumni


:user message link sent mail form :controller :database
1: user clicks message link()

2:user select the sent mail option

3:the form displayed()

4:the user fill the provided filed

5:click the send button()


6:check the reciever name()
7:[not exist] goto step 3()

11:message saved on the server()

12:action response()
13:successfully registered message()

X
X X
X X

Figure 3- sequence diagram for sent mail


:Admin :main window insert data link :insertion form :insert controler :database
1:activate the UI()
2:click ()

3:the form displayed()

4:fill the provided text field()

5:click insert button

6:action transfer()
7:validate the field()

8:[if incorrect] got to step 3()

9:create()

10:action response()

10:successfully inserted()

X X X X X
X

Figure 3- sequence diagram for insert data


admin man window forum link add forum link :forum controler :database
1:activate()
2:click()

3:add forum option displaye()

4:the user fill the text area()

5:click add button()

6:action transfer()
7:validate()

8:[invalide] go to step 3()

9:[valid] save()

10:response()
11:successfully add message ()

X
X
X
X X X

Figure 3- sequence diagram for add forum


:admin :main window :event link :events form :event controler :database

1:user activate()

2:user select add event option()

3:the form displayed()

4:fill or select from the computer()

5:click()

6:action transfer()
7:validate()

8:[invali] goto 3()


9:save()

10:response()

11:successfully added()

X X X
X X
X

Figure 3- sequence diagram for add events


:user main window upload file link brows form controler database

1:activate window()

2:click()

3:the form displayed to the user()

4:select the folder or fill the file name()

5:click upload button

6:action transfer()

7:check()
8:[if not exist]go to step 3[]

9:save()

10:response()

11:successfully uploaded()

X X
X X X
X

Figure 3- sequence diagram for upload file

3.3.2. Activity diagram


As we have seen, a sequence diagram shows how objects interact over time to accomplish
specific system function; activity diagram also shows the conditional logic for the sequence of
system activities. Activity diagram illustrates the dynamic nature of a system by modeling the
flow of control from activity to activity. It represents an operation on some class in the system
that results in a change on the state of the system.
open home page

search data

Search id

no
yes
If exist?

fill registration form

[registration details]
invalid

validate
Valid

successfully registered

Figure 3- activity diagram for registration


login form

user name,password,user type

Correct?
No

Yes

user account displayed

Successfully login

Figure 3- activity diagram for login


update_profile link

display previous data

alter the existin field

invalid
validate

Valid

succesfully changed

Figure 3- activity diagram for update profile


meesage link

sent mail

message form

send button

Name does No found

check

[found]

displaye response

Figure 3- activity diagram for sent mail


upload link

brows from computer

File?

photo video

select file

[invalid]

[valid]

file uploaded to the database

display responce

Figure 3- activity diagram for upload file


view home page

forum link

add forum option

the forumdisplayed

fill the form

invalid

valid

succesfully added

action response

Figure 3- activity diagram for add forum


data link

insert data option

fill all the provided field

invalid
Validate

invalid

succesfully inserted

display response

Figure 3- activity diagram for insert data


events/news

add event

fill the event form

add button

successfully

Figure 3- activity diagram for add event

3.4. Analysis level class diagram


Class diagram is the building block of the system that we are developed. It represents the
structure of the system in terms of objects, interfaces, their notes and nature of relationship
between classes. It contains static attributes and functional features of objects and does not
describe any particular processing. Class diagram describes the specific aspect of the system
(single class) and represent the whole class (collection of classes), that is the only diagram
mapped directly with objects. Objects are entities that encapsulate state and behavior whereas
class specifies the attributes and behavior of a set of objects.
user
-user_name report
-password -report_id
-account_type -case
+view_event() -content
+View_member() -date
+login() +generate()

administrator
alumni
-alumni_id Alumni_officer
-image +manage_account() -address
-firs_name +manage_data()
-middle_name +sent_mail()
-last_name +manage_member()
-gender +manage_data()
account +manage_forum()
-DOB
-field_of_study event +manage_file()
+forgot()
-department -event_id
+update()
-geraduation_year +create() -subject
-address +view() -content
-phone_no -date
-email +add_event()
-employement +delete_event()
+view_event() file
+register()
-file_id
+sent_mail()
-file_name
+view_mail()
forum -file_type
+view_forum()
-forum_id -date
+comment-forum()
+search_member() -subject +view()
+update_profile() -content +upload()
-date
+add_forum()
+view_forum()
+delete_forum()

Figure 3- analysis class level diagram

3.5. Supplementary specification


To capture artifacts where all the requirements those are not included in use case, user interfaces,
or other models; we concern in documenting supplementary specification. This includes
constraints, change cases, and other nonfunctional (technical) requirements.
 Technical supplementary specification includes: - reliability, efficiency, intractability (easy
to use), availability (service).
 In software life time (operational model) the environment might change with different
aspects, such as technological or operation changes.
 In developing the system there is a restriction (constraints) on the degree of choice to provide
a solution. In this new system the system does not have digital signature to verifying users
while registered or login into the system as well as accessing information.
3.6. Business rules of the new system
In the proposed system, we specify an effective operating principles or rules that we are follow
accordingly.
BR1. User must accept request decision gracefully.
BR2. The alumni should care the security of the system.
BR3. The alumni kindly wait until the information submitted to the system database.
BR4. Giving account for others is forbidden.
BR5. Changing profile name is impossible.
BR6. Sharing private information to the public is unwillingness action.
BR7. Every member should accept the terms and changes made in the system.
BR8. The events/news and other related information should not out of the universities mission.
BR9. The office directorate should not post illegal events without approval.
BR10. A member should accept their punishment when doing illegal action.
CHAPTER-FOUR
4. DESIGN
4.1. Introduction
In this section the system is described by defining the design goal of the project by decomposing
the system into smaller subsystems that can be easily realized and by selecting strategies for
building the system i.e. hardware/software platforms on which the system run, the persistent
data management strategy and the handling of boundary conditions.

The purpose of designing is to show how the system is built and to obtain clear and enough
information needed to make the actual implementation of the system. It is based on
understanding of the model the software built on. The objectives of design are to model the
system with high quality. Implementing of high quality system depend on the nature of design
created by the designer. If one want to changes to the system after it has been put in to operation
depends on the quality of the system design. So if the system is design effectively, it will be easy
to make changes to it.
During system design, we focus on the processes, data structures, and software and hardware
components necessary to implement it. The challenge of system design is that many conflicting
criteria and constraints need to be met when decomposing the system.
4.2. Class type architecture
The architecture which will be used for the proposed system is a two tier architecture where the
first tier is the client or the user side is a web browser containing user interfaces like data entry
interfaces; it is used to display information to the user. User directly interacts with the system
through the interfaces on this layer. The second layer is the storage layer (server side) which is
the SQLite database that stores the data. This increase the extensibility, maintainability and
portability of the new system. This class type architecture includes interface class, controller
class, business class, system class, and persistence class and persistence store.
Interface classes: - These classes initiate access to the logic of our system and this interface
class is the UI classes that provide people access to our system. An example of interface class is
login interface class.
Business classes: - These classes implement the concepts and focusing on the data aspects of the
business objects, plus behaviors specific to individual objects of the system. Examples:-Record
new member, uploading file, delivering information and generate discussion forum.
Controller classes:-these classes implement business logic that involves collaborating with
several domain classes or even other process classes.
Examples of Controller classes are password, user name and account type.
Persistence classes: - These classes can be used to the capability of store, retrieve, and delete
objects permanently without revealing details of the underlying storage technology.
Example of this class is database class.
System classes:-These classes provide operating-system-specific functionality for your
applications, isolating your software from the operating system (OS) by initiating OS-specific
features, increasing the portability of your application.
Persistence store: -These classes can be used to store data permanently on the database that we
can retrieve by other classes.

Figure 4- the class type architecture

All types of classes interact with system classes. This is because new systems layer implements
fundamental software features.
Architecture of the system
Since our system modeling approach is object oriented, we have to describe the system in terms
of its architecture. Therefore, this session mainly concerned with the design part of alumni
system.

Http/
www.wuaams.com

Connection browser
user
interact

Http protocol

Database server

Figure 4- the overall architecture of the proposed system

4.3.Class modeling
Class is abstraction that specifies the attributes and behavior of a set of objects, whereas objects
are entities that encapsulate state and behavior. Class diagram describe the structure of the
system in terms of class and object. Class models shows the classes of the system, their
Interrelationship (including inheritance, aggregation, and association), and the operations and
attributes and type of the classes
user
-user_name : string report
-password : string -report_id : string
-account_type : string -case : string
+view_event() : void -content : string
+View_member() : void -date : Date
+login() : void +generate() : void

*
alumni
administrator 1
-alumni_id : string
-image : string +manage_account() : void 1 Alumni_officer
-firs_name : string 1
-middle_name : string -address : string
1
-last_name : string * * 1 +manage_data() : void
-gender : char 1 1 +sent_mail() : void
-DOB : Date event 1 +manage_member() : void
-field_of_study : string account -event_id : string +manage_data() : void
-department : string -subject : string +manage_forum() : void
-geraduation_year : string 1 +forgot() : void -content : string +manage_file() : void
-address : string +update() : void -date : Date
-phone_no : int +craete() : void +add_event() : void 1 1
-email : string 1 +view() : void +delete_event() : void
-employement : string +view_event() : void
+register() : void *
*

+sent_mail() : void
+view_mail() : void
+view_forum() : void message *
+comment-forum() : void -sender_name
+search_member() : void *
-reciever_name file
+update_profile() : void -content -file_id : string
-date forum -file_name : string
* *
* -forum_id : string -file_type : string
* * -subject : string -date : Date
-content : string +view() : void
-date : Date +upload() : void
* +add_forum() : void
*

+view_forum() : void
+delete_forum() : void

Figure 4- Class modeling

4.4.Component modeling
A component diagram is used to show the physical architecture of the system in terms of its
component. It represents the components that compose an application or system. The
relationships, interactions and their interfaces are depicted. In some extent it shows which
component or object will be accessed by whom and what type of security infrastructure it is
using. It also describes the components dependencies that the SW has on the other SW
components (E.g. Software libraries) in the system Component.

view_event
visitor

view_member

administrator manage account

search_alumni

view_detail

update_profile
alumni
view_forum SQLite database
persistence

registration

messaging

security login
manage_forum

generate_report

manage_event
office

upload_file

manage_data

manage_member

Figure 4- over all component diagram


client HTTP server
request web browser web server

Request to
application program

Contents
stored
database

Figure 4- Outlook component diagram

4.5.Deployment modeling
A UML deployment diagram describes how a system will be physically deployed in the
hardware environment. It depicts the a static view of run time configuration of processing node
(either physical machine or virtual machine node) and the components that run on those nodes
i.e. the hardware of the system and the software that is installed on that hardware. Its purpose is
to show where the different components the system will run physically and how they
communicate with each other. And also visualize topology of the physical components of a
system where the software components are deployed.
Purpose of deployment diagram
The name deployment describes the purpose of diagram. It is use full describe the hardware
components where software components are deployed. Most of the time deployment diagram is
related to component diagram. But component diagram is describes the component whereas
deployment shows they are deployed in hardware. Both this two diagrams special diagrams used
to focus on hardware and software components. Deployment mainly focuses on hardware
topology of a system.
 Visualize hardware topology of a system
 Describe hardware components used to deploy software components
 Describing run time processing nodes.
Application server

view event

manage account

profile

view member

Database Server
view detail

registeration

User search member


Persistance
browser
view forum <<accesse>>

messaging
DB
event

forum

manage data

manage member

generate report

upload file

Figure 4- deployment diagram


System

server
database

application
layer
excution
environment
l

Web Browser

web server

Figure 4- the overall deployment diagram

4.6.Persistence data management


Persistence data management also called data modeling which is used to communicate the design
of the database, usually relational database (RDB), with the user and other developers. This
section typically includes the description of data schemes, the selection of the database, and the
description of the encapsulation of the database. Persistence is used as in a such that the data
entities are conceptually the same as the table of relation database and that attributes are the same
as table columns. Also each table has Attribute with compatible Data Type.
Persistence encapsulates the capability to store, retrieve, and delete objects/data permanently
without illuminating details of the underlying storage technology. In the current database system
we have used different tables as object and each object is related to each other and enforced by
referential integrity by the use of foreign key and primary key. This schema enables as data
manipulation activity such as select, delete, update on the data base.
message <<table>> file<<table>>
-message_id : string = primary key -file_name : string = primary key
-reciever_name : string -date : Date
-sender_name : string -type : string
-message_body : string
-date : Date

event<<table>> alumni <<table>>


-event_id : string = primary Key -alumni_id : string = primary key account<<table>>
-subject : string -image : String -user_name
-content : string -first_name : string = forien key -password
-date : Date -middle_name : string -acunt_type
-last_name : string
-gender : Char
report<<table>> -DOB : Date
-filed_of_study : string
-report_id : string = primary key
-department : string
-report_case : string
-graduation_year : string
-content : string
-country : string
-date : String office<<table>>
-region : string
-zone : string -address : string
-town : string
forum<<table>> -phone_no : string
-id : string = primary key -email : string
-subject : string -employement : string
-content : string
-date : Date

Figure 4- persistence data management diagram


4.7.Mapping ( Hardware and Software mapping)
Mapping represents the nodes that form the systems hardware topology on which the system
executes. It shows the configuration of nodes at run time and the component hosted on them;
model of the parts that make up the physical system.
The hardware that is used for mapping to perform the system includes personal computer,
computer server, and secondary storage.

web based application


browser
http Application mysql databas
Server e file
php.net

http

Figure 4- hardware and software mapping

4.8.Object models (revised class diagram and service specification)


The object model represented in UML with class diagram, describes the structure of the system
in terms of objects, attributes, associations and operations. In class modeling the static structure
of the web page will be built and in particular it shows the things such as classes and types, their
internal structure and relationship with other classes. Some of the objects that are included in our
system are:-
 Officer

-user_name : string
-password : string
-account_type : string
-address : string
+insert_data()
+search_data()
+update_data()
+delete_data()
+view_data()
+sent_mail()
+view_mail()
+search_member()
+view_detail()
+delete_member()
+add_event()
+view_event()
+delete_event()
+add_forum()
+view_forum()
+upload()
+login()

Figure 4- object model for office

 Attribute description for officer


User name (), password (), account type (): those attributes takes string data type,
which is stored to enter into the system.
Address: stored and describes the place that it works.
 Method description for office
Insert data (): after the alumni leave the university their data is stored in the data
base, and based on this data the alumni can registered.
Search data (): this method is invoked to find the data for an alumnus.
Update data (): when there is an error occurred, the office invokes this method.
Delete data (): this method is invoked to remove the data which is stored.
View data (): the office can view the list of all data of the alumnus.
Sent mail (): the office can communicate with the alumnus with this method.
View mail (): the office can read all the incoming messages delivered from the
member.
View member (), search detail (),delete member ():the office view the list of all
members, search alumnus and view the details of the status, and delete a member
when their action is out of the regulation of the system after decision made.
Add and view event (): the office add latest events/news to the association and can
view the previous events and the event is approved before to be posted.
Add forum (): the office deliver discussion ideas which participates the member.
View forum () he office can view the previous forum with their suggestion
Upload file (): same like events, the office upload relevant file to the system.
Login (): this method is invoked to open their account.
 Administrator

-user_name : string
-password : string
-account_type : string
+update()
+delete()
+view()
+login()
Figure 4- object model for administrator

 Attribute description for Administrator


User name: since he is an employer of the system, requires a user name.
Password: this is required to enter into the system with the user name.
Account type: to identify the permission of users and for security purpose.
 Method description
+login(): is used to display the content of the login page to enter to their account.
+update (): this method enables the administrator to update or renew the accounts.
+delete (): enables the administrator to delete account.
+view (): enables to view the accounts of every user.
 Alumni
Alumni
-alumni_id : string
-image
-first_name : string
-middle_name : string
-last_name : string
-gender : Char
-BOD : Date
-field_of_study : string
-department : string
-graduation_year : Date
-country : string
-region : string
-zone : string
-town : string
-phone_no : int
-email : string
-employement : string
+register()
+login()
+sent_mail()
+view_mail()
+view_forum()
+comment_forum()
+view_member()
+view_detail()
+search_member()
+update_profile()
+view_event()

Figure 4- object model for alumni

 Attribute Description for alumni


Alumni id: this is type of string and used to store the identification number for the
student that have while in the university.
First_ name, middle name, and last name: the name of the alumnus.
Gender: this is type of string character and used to store their sex.
BOD: date data type identifies the age of the alumnus.
Field Of study: describes weather post graduate or under graduate.
Department: describes the profession or by which field graduated.
Graduation year: stores when the alumni leave the university.
Country, region, and zone, Mobile no: and town is the address of the alumni
Employment: describe the workstation of the alumnus.
 Operations (methods) description of the alumni
Register ( ): This operation when invoked creates a new member.
Search (): This operation when invoked, finds a member from the data base.
Update (): This operation when invoked, to alter the profile.
Sent mail (): invoked to communicate with another body.
View mail (): used to read the incoming message.
View event (): to read the overall content of the event.
View detail (): to know detail status of the alumnus.
View forum (): to read the forum posted from the office.
Comment forum (): give suggestion for the forum.
Login (): to check their membranes, the alumnus has their own account.
 Message

meassage
-message id
-sender_name : string
-Reciver_name : string
-message : string
-date : Date
+sent_mail()
+view_mail()

Figure 4- object model for message

 Attribute description of message


Sender name: describes the owner of the user who creates the message.
Receiver name: those who receives the message
Message: it is the body of the content.
Date: describes the when the message created. `
 Method description of message.
+sent (): enable the office and the alumni to communicate with each other.
+view (): it enables to view the received message.
 file
file
-file_id
-file_name : string
-file_type : string
-date : Date
+upload()
+view()

Figure 4- object model for upload file

 Attribute description for upload file


File name: describes the name of the file that is brows from the client computer.
File size: it is used to describe how much space the file it has.
File type: used to describe text or video.
Date: when the file is uploaded.
 Method description for upload file
+upload (): used to enable the user of the system to upload file.
+view (): enables the client user to use the file.
 account
This class stores information of user name & password for users account.

account
-user_name : string
-password : string
-login_type : string
+login()
+forgot()

Figure 4- object model for account

 Attribute description for login


User name: it used to authenticate the user with the password in order to display
their account.
Password: it represents the authentication of the user which is secured to login.
Login type: identifies the status of the user that is whether normal user or admin
or other.
 Method description.
+Login (): enable the user to enter to their account.
+Forgot (): it enables to create new password when the user miss their account.
+cancel (): enables the user to make decision not enter to the system.
 Forum

forum
-id
-subject : string
-content : string
-date : Date
+view()
+add()
+comment()

Figure 4- object model for forum

 Attribute description for forum


Subject: what title the forum is delivered.
Content: the body of the forum with clear description.
Date: it describes the date when it was posted.
 Method or operation description
+view (): the user can read the delivered forum.
+comment (): the users give suggestion about the forum.
+add (): the office delivers the idea which needs discussion.
 events/news

event
-subject : string
-content : string
-date : Date
+view()
+add()
+delete()

Figure 4- object model for event

 attribute description for events/news


Event subject: a string data type that describes main idea of the event.
Event content: the detail description of the event.
Date: the date when it was posted.
 Method description
Add event (): the user can add the new ideas.
View event (): user can view the delivered events
Delete event (): the office can delete unwanted events.
 Report

report
-report_id
-case : string
-content : string
-date : string
+generate()
Figure 4- object model for report

 Attribute description for report


Case: for what case the report is generate.
Content: the overall values of the report.
Date: describes the date that the report is generate.
 Operation description for report
Generate (): printing reports.
References

1. http://www.capterra.com/alumni-management-software/
2. https://www.bitrix24.com/uses/free-association-management-software-ams-alumni.php
3. http://www.yourmembership.com/articles/alumni-association-software-managing-your-
members/
4. https://www.getapp.com/customer-management-software/membership-management/
5. http://www.creatrixcampus.com/alumni-management-software
6. http://www.slideshare.net/ShankerGoud/alumni-portal-ppt
7. http://projectsgeek.com/2015/11/alumni-management-system-java-project.html
8. https://creately.com/diagram/example/hza130532/Alumni%20Association
9. http://web.mit.edu/annualreports/pres04/24.00.pdf
10. https://www.etsu.edu/125/documents/Tracking%20Alumni.pdf
11. http://pharmacy.utah.edu/alumni_old/AlumniAssocBylaws.pdf
12. http://www.iitk.ac.in/dord/power/documents/PoWER_AMP.pdf
13. https://www.jyu.fi/studentlife/ViestintCOMAlumniReportLong.pdf
14. http://www.hacc.edu/Alumni/AlumniLeadership/upload/Bylaws-of-the-Alumni-Assoc-
Sept-2011-rev4-6.pdf
15. https://200.iu.edu/doc/iu200-project-proposal-guidelines.pdf
16. http://alumni.unimelb.edu.au/sites/default/files/FINAL_Alumni%20Groups%20at%20the
%20University%20of%20Melbourne_Alumni%20Associations%20Guidelines_0.pdf
17. Barnard, Z. (2007). UJDigispace. Online Community Portals for Enhanced Alumni
Networking, Tese de Doutorado, University of Johannesburg. Johannesburg, South
Africa. [ Links ]
18. Newman, M. D., & Petrosko, J. M. (25 de January de 2011). Predictors of Alumni
Association Membership.
19. Research in Higher Education, pp. 52:738-759. [ Links ]

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