1.

INTRODUCTION

1.1. Statement of the Problem

General Problem

How to design, develop, and implement a Web-Based Management

Information System for STI College Batangas Alumni and Placement Office that
will assist the alumni and placement officer to flexibly expedite the gathering of
information by implementing a web-based platform?

Specific Problems

How to design and develop a module that will uphold the veracity of data
entry and management of student and academic partner information?

How to design and develop a module that will enhance the process of updating
and searching of the student information?

How to design and develop a module that will provide a list of essential
reports and forms in a more accessible and organized manner?

1.2 Current State of the Technology

Alumni and Placement Officer (APO) gathers data of graduating students

using fill up forms. The filled up forms include fields such as student number,
last name, first name, middle name, gender, program, year level, term, current
address, alternative phone number, permanent phone number and date of birth.
The APO inputs all the gathered data to MS Excel. The information collected is
submitted to the STI Head Office before the registration of graduating students
on the I-CARE system.

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 For every sixth and twelfth month following the student graduation, the
APO contacts the alumni to identify their current status whether they are presently
employed or not. The officer determines if the graduates are entrepreneurs/self-
employed, continuing studies, or working abroad.

If employed, the APO identifies the alumnis current job position, the name
of the company and the kind of industry where it belongs to, and the date he/she
was hired. If employed abroad, the officer identifies his/her current job position,
the name of the company and the country where he/she is situated. If the graduate
is an entrepreneur, the officer will determine the name of the business. If the
graduate is employed and is continuing studies, the APO identifies his/her current
job position, the name of the company and the kind of industry where it belongs
to, the date he/she was hired, the name of the school where he/she is enrolled and
the course taken. If unemployed, the APO determines if he/she is continuing
studies, is taking vacation from an overseas work or looking for a job. If the
graduate is unemployed and is not looking for a job, the officer identifies the
reason why but if the graduate is unemployed and is continuing studies, the officer
asks the name of the school and the taken course. If unemployed abroad, the APO
determines the country where the alumnus stays.

Additional relevant information related to work history such as position

held, name of company, inclusive dates, and work description are also noted.

Currently, the APO is using an MS Excel sheet as the alumni information

storage for more than 2500 students. With the amount of information kept and
maintained, it is quite difficult to update and search information. Keeping
information accurate especially for older records is challenging since manual
encoding is prone to human error.

For the needed information of STI College Batangas academic partners,

the APO will request for an appointment to gather the needed documents to

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 ascertain the legal standing of the company. All gathered information from the
company will be saved in the Alumni Placement Office computer.

1.3 Objectives of the Study

1.3.1 General Objective

To design, develop, and implement a Web-Based Management

Information System for STI College Batangas Alumni and Placement
Office that will assist them to flexibly expedite the gathering of
information by implementing a web-based platform

1.3.2 Specific Objectives

To design and develop a module that will uphold the veracity of data
entry and management of graduating, alumni and academic partner
information

To design and develop a module that will enhance the process of

updating and searching of the graduating and alumni information

To design and develop a module that will provide a list of essential

reports in a more accessible and organized manner

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1.3.3 Scope and Limitations
Scope of the Project

1.3.3.1 Backend / Alumni and Placement Officers Panel

This page will be managed by the APO. It holds many pages with
different roles that make the site run.

1.3.3.1.1 Forms - This page will manage the graduating, alumni and
academic partners information.

Academic Partners This section will monitor, search,

delete and update the company information such as Name,
Website, Address, Contact Person, Designation, Contact
Number/s, Mobile Number/s, Email Address, Area/s of
Collaboration, Industry Classification.

Alumni - This will allow the APO to monitor, search, delete

and update the alumni information such as Personal
Information, Contact Information, Education, Experience
Level, Most Recent Work Details, Job Search Option and
Job Placement Monitoring.

List of Graduating - This will allow the APO to monitor,

search, delete and update the graduating student information
such as Personal Information, Contact Information,
Education, Experience Level, Most Recent Work Details
and Job Search Option.

1.3.3.1.2 Create Account This will hold the student and admin account
page.

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 Student Account - This page will be the ground where the
graduating and alumni accounts are made, and also, the list
of graduating, alumni and privileges are managed.

Admin Account - This page will be the ground where the

admin accounts are made, and also, the list of admin and
privileges are managed.

1.3.3.1.3 Backup Database - This module will provide a mechanism

where database back up is accomplished depending on the date
and time parameter.

Log - This module will provide database backup for the list
of graduates.

Alumni - This module will provide database backup for

alumni.

Academic Partners - This module will provide database

backup for academic partners.

1.3.3.1.4 Reports - This module will generate reports for the alumni
database, list of graduates and academic partners.

List of Graduating - This module will provide reports for

the list of graduating students. This report includes the
following fields: Student No., Last Name, First Name,
Middle Name, Gender, Course, Year Level, Term, Current
Address, Permanent Address, Current Phone, Permanent
Phone and Birthdate.

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 Alumni - This module will provide reports for alumni. This
report includes the following fields: School, Program, SY
Grad, Grad Period, Date Contacted, Last Name, First Name,
Middle Name, Status, Company/Institution, Position/Title,
Industry Classification, Industry Division, Industry Class,
Industry Subclass, Date Hired, Contact Details and
Remarks.

Academic Partners - This module will provide reports for

academic partners. This report includes the following fields:
Company Name, Company Website, Company Address,
Contact Person, Designation, Contact Number/s, Mobile
Number/s, Email Address, Area/s of Collaboration, Industry
Classification.

1.3.3.1.5 Maintenance - This will hold the program, education, industry

and area of collaboration maintenance page.
Program - This section will monitor, search, delete and
update the program title.

Education- This section will monitor, search, delete and

update the education attainment.

Industry - This section will monitor, search, delete and

update the industry classification, section, division, class
and subclass.

Area of Collaboration - This section will monitor,

search, delete and update the area of collaboration.

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 1.3.3.2 Frontend / Students Page
This will be the page that the graduating students and alumni can
access.

1.3.3.2.1 Personal Information - This page will hold the information of

the alumni such as Personal Information, Contact Information,
Education, Experience Level, Most Recent Work Details and
Job Search Option.

Limitations

The website is not capable of storing and managing the records as well as the
requirements of the On-The-Job Training Program of the school.

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