How to Cite:

Babu, P., Deepadharshini, G., Priya, S. D., & Janani, A. (2022). Automated alumni data
tracking system. International Journal of Health Sciences, 6(S8), 1310–1325.
https://doi.org/10.53730/ijhs.v6nS8.9978

Automated alumni data tracking system

P. Babu
Professor, Department of ECE, K.S. Rangasamy College of Technology,
Tiruchengode, Tamil Nadu, India

G. Deepadharshini
Under Graduate Students, Department of ECE, K.S. Rangasamy College of
Technology, Tiruchengode, Tamil Nadu, India

S. Dharshna Priya
Under Graduate Students, Department of ECE, K.S. Rangasamy College of
Technology, Tiruchengode, Tamil Nadu, India

A. Janani
Under Graduate Students, Department of ECE, K.S. Rangasamy College of
Technology, Tiruchengode, Tamil Nadu, India

Abstract---Automated alumni data tracking system is an internet-

based application that can be accessed through the web. This project
is built using the start wamp server and android studio. Automated
alumni data tracking system is developed by using PHP as a frontend
tool and MYSQL as a backend tool. An android application is
developed to track all the alumni of the institution using web API. The
location of alumni is tracked by GPS and the location will be plotted
on google Map. Anyone can access automated alumni data tracking
system to know about any alumni of that college but can’t able to
modify the data. The repository and search engine are internet-based
applications that can be accessed throughout the database on the
forum. The automated alumni data tracking system has two modules
namely alumni and admin. According to the modules the student and
administrator can manage and easily do their activities.Admin has full
access to all the modules of this system and is responsible for the
accounts of all students. Admin has the power to update, modify or
delete event details. Alumni can update, modify or delete job fair
details. Admin can also prepare and submit daily reports, user
reports, event reports, etc. Alumni can create and login into the
profile. When one alumnus updates their profile all the alumni and
the admin will receive a notification about the changes. At present, if
alumni work in a particular company and later relocate to another
company, all the members in the database will be notified through the
wamp server. Students can see all alumni information in the portal.

International Journal of Health Sciences ISSN 2550-6978 E-ISSN 2550-696X © 2022.

Manuscript submitted: 9 March 2022, Manuscript revised: 18 May 2022, Accepted for publication: 27 June 2022
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Alumni can be searched by some filter like First/last name, year,

company, city of residence. They can also able to send messages to
other alumni. Alumni can able view the information about campus
interview details, events details, workshop details. This information
helps the students to search the alumni very efficiently.

Keywords---start wamp server, PHP, MYSQL, alumni information

management, android application.

Introduction

Nowadays, in academic environments, one of the major concerns of the teaching

staff of undergraduate programs is analyzing how their students adapt to
professional life after their graduation. This concern exists essentially, as a means
to know if the curricular grating and the program syllabus of a given
undergraduate program, passed onto its students, are managing to meet the
needs of the current labor market. For this purpose, automated alumni data
tracking system is used which can act as an interactive medium between the old
student and the college, university, or institution. In current scenario, the
database of Alumni is maintained by college which is static. So there is a need of
an application which can keep track of all the alumni in real time. An android
application is developed which will be useful to track all the alumni. Automated
alumni data tracking system is a web-based application that helps institutions to
track old students and to track them for future development. At the same time, it
helps the alumni to communicate with the institution, college, or a university and
with the old batch mates. Automated alumni data tracking system helps to track
the college graduates. The project aims to improve the current tracking procedure
of college graduates and provide alumni data to college faculties. It is meant for
maintaining the information of the students who left the institution on completion
of graduation. So, this web-based system helps them to be in contact with the
institution and the others students. Alumni networks provide long-term value to
an educational institution by giving alumni the chance to stay in contact and
continue to learn from each other long after they have left the instution.

User define AIS as web-based services that allow individuals to

1. Construct a public or semi-public profile within a bounded system,

2. Articulate a list of other users with whom admin share a connection,
3. View and traverse alumni list of connections and those made by others
within the system.

Alumni information provides batch & division wise community management

system.AIS provides functionality for searching users, adding users, profile
management & community management. This project may be a subpart of the
campus management system, college web portal, or personalize CMS. A person
should be able to
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a. Click on a button or link to be taken to the specific application.

b. The first page of the application should provide the user (student only)
with the option of saving his/her details in the database and searching
for alumni.
2. The page through which the student enters his/her details should allow
saving of user details like name, year of passing, contact number, present
address, permanent address, etc. This page will be having 2 buttons save
and cancel.
3. The save page should have proper validation before allowing the user to
save user details into the database.
4. The cancel button should take the user back to the home page (first page).
5. The search page should allow search based on the name of the user or roll
number.

Objective

• To build a web-based system that will be able to track alumni of a college or

institutions
• To track and get a notification when the alumni relocated to another
company
• To get a notification when alumni update their profile
• To search the place of the alumni using search engine
• To allow old and new students of a college to communicate with each other
• To allow admin to post and view job vacancy
• To allow alumni to search for job vacancies, friends, and to post job vacancy

Existing Method

The existing method is a manual one in which users are maintaining books to
store information like colleges details, student details. It is very difficult to
maintain historical data. The existing system is built with innumerable excel
sheets that are created by each user. These sheets may be collated by an alumni
organization and shared with all the alumni but this activity may not be frequent.
E-Mail IDs may be freely shared and can lead to excessive spam mails. This
apparent lack of privacy will force many alumni to avoid sharing their details with
fellow alumni. The system is difficult to maintain regularly by a small group of
students.

Proposed Method

In this proposed method best alumni web portal will facilitate an effective
communication platform through online chatting, profile viewing, and personal
messaging within three stakeholders of the institute via-College, College students,
Alumni. Figure:3.3.1 presents the data flow diagram of the automated alumni
data tracking system. This portal will be providing direct contact of the alumni
with the students as well as the staff members. The desired query of the existing
students will be answered faster. This keeps the students updated with the
current updates and demands of the industrial market. The students neither
posting nor chatting can also silently be updated with the ongoing in the college
as well as the market. Figure: 3.3.2 presents the data flow diagram of the admin.
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This portal highlights the feature of communication, which will enable the current
students to interact with the alumni of the college for getting various updates on
current industry trends, internship opportunities, sponsored projects, and
various referral openings in the corporate world. Figure: 3.5.1 presents the data
flow diagram of alumni. This portal will serve the cause of integrating all the
stakeholders of the institute such as alumni, college students, and faculties to
avail the guidance and knowledge sharing on various domains. In this project, the
dynamic architectural design of the alumni portal was proposed, which enables
two-way communication between all stakeholders. An android application is
developed to track all the alumni of the institution using web API. The location of
alumni is tracked by GPS and the location will be plotted on goggle Map.

Features

1. User can register to Alumni

2. Admin and alumni can log in to the web-based system
3. Alumni can update the profile
4. Students can see all alumni information in the portal
5. Alumni can see the details of the event
6. Alumni can send messages to their friends
7. Students also can see the campus interview details
8. Admin has full access to all the modules of this web-based system.
9. Admin is responsible for the accounts of all students.
10. Admin can update, modify or delete event details
11. Alumni can update, modify or delete campus interviews details
12. Admin prepares and submits also daily reports, user reports, event reports,
etc.

Figure 3.3.1 Data Flow Diagram of Automated Alumni Data Tracking System

The project contains two main modules:

1. Admin
2. Alumni
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Figure 3.3.2 Data Flow Diagram of Admin

Admin

The college management officer is the administrator. He/she logins to the

application and enters the following details.

Admin login

Here the admin enters into his page and goes to the options provided. If the
username and password are not in the database, then it is sure that the user is
not created. So, a message is displayed to try again with another username and
password.

Member list

Here all members of the network can be found in this list. Their profiles can be
edited or admin can delete a member record.

Newsflash

Here a single item of important news broadcast separately. The events that are
happened earlier are the greatest milestones of that college such as placing a
greater number of students incorporated, a greater number of corporate
companies are visit college, these are all posted by the admin on the page. The
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event details such as placed student name with the placed company with the date
along with the salary packages, the corporate company’s lists which will visit the
college for campus placement on which date along with their requirements. These
details are to be viewed on this page by the student as well as the admin.

News letter

Here admin can write newsletters to all registered member’s index. All newsletters
are archived in the database.

Address download

Here admin can download a list of email addresses for use in external mail
clients.

Forums

Here admin can add new forums or delete unwanted member messages.

Preferences

Subgroups are useful to organize members and control newsletter recipients. Here
admin can add or delete new subgroups.

Figure 3.5.1 Data Flow Diagram of Alumni

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Login

Here the graduate and student enter into his area and go to the options provided
If the username and password are not in the database, then it is sure that the
user is not created. So, a message is displayed to try again with another
username and password.

Forum

The message forum contains the category of company, job, and friends (student).
The students can post questions, register, answer, post, and view articles.

Jobfair

All the jobs provided by the company and all the jobs at the selected location will
be displayed. The job details are displayed in the chronological order of entry and
can be edited. Through this section, the provider can view all the jobs they
provided earlier. The job details include the job id, job date, job description,
vacancies, last date for application, and location of the job.

Tell a friend

The network wants to reach out for all alumni. If someone who is not yet member
of the network, alumni can invite the other alumni

Contact list

Here this list shows all people on contact list. If anyone on this list changes
her/his personal profile, admin and alumni will be informed. A contact request
always works in both ways. Each member will be put on the other's contact list.
Incoming contact requests shows the people requesting to be put on contact list.
Outgoing contact requests shows all requests sent to other member’s index.

Search friends

Friends can be searched by using the year of passing, first name, last name, and
location.

Android application

An android application is developed to track all the alumni of the institution using
web API. The location of alumni is tracked by GPS and the location will be plotted
on Google Map.
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Figure 3.6.1 Dataflow Diagram of Automated Alumni Data Tracking System Using
Android Application

Software Configuration

Operating system : windows

Front end : PHP
Back end : MY SQL
Coding language : Java

Result and Conclusion

Alumni Portal for any college website is very important. It has been set up to
increase interaction, knowledge sharing, and networking among the alumni
students and also focuses on bringing together alumni students of college and the
primary goal of this project is to tack the alumni. After sufficient emails have been
collected through the update form the authentication can be shifted to a more
secure format like email-password pair and the system can be extended to be a
hub for inter- alumni, alumni-student, and alumni-college communication e.g., a
place to host job vacancies, a place to organize and be informed of college
events.Figure:4.1.1 shows the home page of the start wamp server. Figure:4.1.2
presents the home page of the automatic alumni data tracking system.
Figure:4.1.3 shows the login page of alumni. On this page, alumni can log in by
using email and password. Figure: 4.1.4 shows the after login page of alumni.
Figure: 4.1.5 shows the alumni profile page. On the profile page, alumni can able
to update their profiles. Figure: 4.1.6 shows the become a member page in which
alumni can able to create their profile. Figure:4.1.7 shows the add contact page.
Here the list shows all people on the alumni contact list. If anyone on this list
changes her/his profile the alumni will be informed. A contact request always
works in both ways. Each member will be put on the other’s contact list.
Incoming contact request shows the people requesting to be put on your contact
list. Outgoing contact request shows all requests you sent to others members’
indexes. Figure: 4.1.8 shows add new jobs page in which alumni can post about
the job vacancy. Figure: 4.1.9 shows the tell a friend page. The network wants to
reach out to all alumni if any alumni know someone who is not yet a member of
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the network, they can invite the persons. Figure: 4.1.10 shows the change
password page here the alumni can able to set a new password for their profile.
Figure: 4.1.11 shows the admin login page. Figure: 4.1.12 shows the admin home
page. Figure: 4.1.13 shows the member list. Figure: 4.1.14 shows the newsflash
on the home page. Figure: 4.1.15 shows email newsletters. Figure: 4.1.16 shows
the address download by admin. Figure: 4.1.17 shows the database admin.
Figure: 4.1.18 shows the preference page. The package was designed in such a
way that future modifications can be done easily. Figure: 4.1.19 The location of
alumni is tracked by GPS and the location will be plotted on goggle Map.

Figure 4.1.1 Start Wamp Server

Figure 4.1.2 Home page

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Figure 4.1.3 Login Page

Figure 4.1.4 After Login Page

Figure 4.1.5 My Profile Page

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Figure 4.1.6 Become a Member

Figure 4.1.7 Add Contacts

Figure 4.1.8 Add NewJobs

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Figure 4.1.9 Tell a Friend

Figure 4.1.10 Change Password

Figure 4.1.11 Admin Login Page

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Figure 4.1.12 Admin Home Page

Figure 4.1.13 Member List

Figure 4.1.14 New Flash on the Home Page

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Figure 4.1.15 Email Newletter

Figure 4.1.16 Address Download by Admin

Figure 4.1.17 Database Admin

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Figure 4.1.18 Preference

Figure 4.1.19 Google Map

Conclusion

The following conclusions can be deduced from the development of the project. A
web-based system is presented for the collection and visualization of information
of alumni. Automation of the entire web-based system improves efficiency. It
provides a friendly graphical user interface which proves to be better when
compared to the existing method. It gives appropriate access to the authorized
users depending on their permissions. It effectively overcomes the delay in
communications. Updating information becomes so easier. System security, data
security, and reliability are the striking features. The System has adequate scope
for modification in the future if it is necessary. Students with the college and
existing college students with the help of alumni web portal where they can have
communication with existing students and college. The key features of the project
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are student registration is simple, maintaining the details of the students, select
the students based on the given data. Automated alumni data tracking system
intends user-friendly operation.

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