International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056

Volume: 09 Issue: 06 | June 2022 www.irjet.net p-ISSN: 2395-0072

Alumni Record System

A. B. KOLI1, BHAGYASHRI KISHOR BAGUL2, GEMINI VILAS PATIL3, DIVYA VEDU PATIL4,
DEVYANI PRAVIN PATIL5

1PROJECT GUIDE, B.Tech. COMPUTER ENGINEERING, PSGVP MANDAL’S D.N. PATEL COLLEGE OF ENGINEERING,
SHAHADA, MAHARASHTRA, INDIA
2, 3,4,5STUDENT, B.Tech. COMPUTER ENGINEERING, PSGVP MANDAL’S D.N. PATEL COLLEGE OF ENGINEERING,

SHAHADA, MAHARASHTRA, INDIA

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Abstract – The aim of this project is to build an android will be displayed within the event manager section and thus
application for student-alumni interaction in our institution. It the user will be recalled about the events happening so that
represents use of database management for ease of access of they would not miss any upcoming events.
student records. This application will be useful for the
instituition to monitor present students and alumni. It will 2. LITERATURE SURVEY
help the alumni to update their current status and get
notification about ongoing college activities. The system 2.1 EXISTING SYSTEM
provides a single platform to operate alumni data, to enable
In the past alumni engagement intended solely for fund
communication between alumni and the institution and
raising and other advance activities. Our previous system
provides great flexible features to keep track of the data.
was a computerized system where separate databases are
Keywords: android-application, database, monitor, maintained in the form of excel sheets. But it is a very time-
communication consuming process as well as maintaining all the records in
the form of excel sheets is a complex process. If someone
1. INTRODUCTION wants any kind of information, they will have to search
through all the records. It was not accessible to multiple
We are formulating the best android application for alumni users. Presently some of the alumni associations are
which will facilitate effective interaction platform through completely independent of their parent institution, even
online chatting, profile viewing and personal messaging though some of the members are interacting with each other
within three modules of the institute via Admin, Students & they are having very limited resources for their interaction
Alumni’s. This portal will be providing direct contact of the with their instituition. Currently the alumni portal was
alumni with the students as well as the faculty members. The developed using static page rather than of dynamic page. In
desired query of the existing students will be resolved faster. the existing system most of the work is required to be done
It helps the students to keep themselves updated with the manually and since human being is involved it is highly
new demands of the market. This application will help our prone to error. Our current alumni portal is accessible only
alumni to take advantage of benefits and services that the to the old students and not to the current students. It is a
instituition is offering after graduation. Nowadays the measure problem for information to flow and to provide
alumni network is becoming very important in development guidance to the existing students. Currently the instituition is
of organization because of their potential that benefits maintaining a separate portal for present students.
instituition and students both.[8].
2.2 DISADVANTAGES OF EXISTING SYSTEM
1.1 PROBLEM DEFINITION
 It can't be used frequently
The purposed of this method is to provide a platform where  Data can be loss
alumni’s can not only communicate among themselves but
also communicate with their juniors and organization. This  This system not possible to maintain on regular
application will be beneficial for the students of our instituite basis
since they are engaging with their seniors and can explore
 There is no security authentication feature
opportunities and career related guidance. The admins can
communicate with current students and alumni through chat  This is a huge process to maintain all user details
and can inform them about any recent update about the
institutions. The system is not only useful for communication  The current system is not completely computerized
and admin report but also it allows the students to organize and manual system in entering students and faculty
the events. All the upcoming events organised in the institute data and managing it.

© 2022, IRJET | Impact Factor value: 7.529 | ISO 9001:2008 Certified Journal | Page 2120
 International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
Volume: 09 Issue: 06 | June 2022 www.irjet.net p-ISSN: 2395-0072

2.3 PROPOSED SYSTEM  Feasibility Study: A feasibility study is carried out

by taking into account elements like development
Our proposed system is an android-based app which can be cost, operating reaction time, development time,
acquired by alumni’s and other existing students by means accuracy, and dependability.
of internet. It enables easy and fast communication between
admins and users. Each user will have to update their own  Requirement Analysis: During this stage, all
profiles. Admins and alumni can organize events and find possible needs for the system being developed are
jobs in different sectors in placement section. It also captured and documented in a need project
provides security authentication for every user. identification.

As we know that the current system is android application so  System Design: This step examines the needs
it targets the wide range of users where they can access the requirement specifications from the first phase and
system from anywhere with the help of internet and use it creates a suggested system. System design assists in
for their instituition purpose. The process of execution of the creation of architectural frameworks as well as
this current application is very simple and also it will help to the documentation of hardware and system
reduce the load on admin side in maintaining any kind of requirements.
future updates done by users. It had many features such as
security verification, placement, student-alumni registration,  Implementation: The system is first built as a
chat, event section and many more. series of small programmers known as units, which
are then merged in the next stage using insights
2.4 ADVANTAGES OF PROPOSED SYSTEM gained during the design process. The process of
building and testing each unit for its functionality is
 It is very simplest way to managing the vital data in referred to as unit testing.
database
 Integration and Testing: Following the testing of
 This system has security credentials each module, all of the units created during the
implementation phase are merged into the systems.
 This system provides a single platform for robust After the system has been integrated, it is verified
network where all the people connected to the for any defects or problems.
university at a single place allowing interactions,
exchange of ideas and other information  System deployment: Once the functional and non-
functional testing is done, the system is deployed on
 The system is an application for managing and the client side or released to the public.
accessing Alumni data on regular basis.
 Maintenance: There are a number of issues that
3. SOFTWARE PROCESS MODEL develop on the user side. To resolve these issues,
updates have been given. In addition, further
Each piece of software generated is unique and necessitates versions of the software have been released in
a unique SDLC strategy depending on internally and order to improve the software.
externally considerations. We chose the Waterfall Model as
our development system design because

 It works effectively for tasks with well-defined

constraints

 It has sequential nature.

“A waterfall model, each phase must be completed before the

next phase can begin and there is no overlapping in the
phases Waterfall model is the earliest SDLC approach that
was used for software development. The waterfall Model
illustrates the software development process in a linear
sequential flow; hence it is also referred to as a linear-
sequential life cycle model”.

The sequential phases in Waterfall model are:

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 International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
Volume: 09 Issue: 06 | June 2022 www.irjet.net p-ISSN: 2395-0072

5.METHODOLOGY
As this is a fully android based application, it can be either
frontend or backend.

A] Frontend: Frontend technology is a client-side

application which provide the user interface i.e., visual
aspects. Generally, it contains a designing part.

Exposures: HTML, CSS & Java Script.

B] Backend: This backend technology communicates the

server-side application and database along with that manage
the logic control section (generally perform action related
part).

Exposures: PHP, JavaScript, MYSQL, Java

Along with that, we used xml for design purpose whereas

java is used for operation purpose.

6. ARCHITECTURE
MVC architecture for our android application are as given
below:

Figure 1. Classical Waterfall Model

4.OBJECTIVE

 One of the main goals of this system is to maintain a

database of all college graduates.

 To develop, promote and fellowship among the

students, professors, senior faculty of the college. This is an android-based application containing 3 modules
are as follows:
 Providing a platform for students to organize
seminars, professional programmers, and events. 1.Admin: Admins can access a separate admin portal, along
with importing and exporting data also give permission to
 To give permission to colleges to verify and approve or reject.
authenticate their alumni.
2.Alumni: Alumni itself register into system & then verify by
 Accommodate and deliver information sheet and admin and after that access all the functionality of the
registration for alumni. system.

 Analysis of all graduates and helps faculty to sort 3.Student: Student also register into system & then verify by
the alumni data quickly so it saves time. admin and after that access all the features such as view &
update their profile, registration and many more.
 To verify the discrepancy between graduates'
knowledge and skills and the industry's This app categories in two sections:
requirements for qualifications.
1.Layout (used for designing purpose, it contains all xml
files)

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 International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
Volume: 09 Issue: 06 | June 2022 www.irjet.net p-ISSN: 2395-0072

2.Activity (used for logic or operations purpose, it happened. Also, sort and filter students list by year wise and
contains all java files) city wise for better managements.

Server Side: The system is hosted on hosting spell server Alumni register into the system, schedule events if required,
and consists of following two parts: update their status, resolve student queries through chat,
post company requirement related to placements.
1. Web Server: It contains all the PHP files related to
our system. Whereas, Student also register into the system, attend
events, update their profile, ask questions in chat section,
2. Database server: It contains all schemas related to view company details for placements and apply for them.
our system. Also, search and view alumni details along with features like
calls or sending mails to respective alumni.
Also, we use firebase from google server for image storage.

Flow: Android application sends data to the web server in

8. FUTURE SCOPE
stream bits format after that from web server it will transfer
to the database server and then it will go back and now that While this project has delivered the fundamentals for a
data receive to the web server and then again receive to our system to keep track of students, many further
application and then application responds accordingly. enhancements are desired for greater authority of the
information.
For sending and receiving data, we use volley library within
that there are 2 classes: 1]The system would be an extended system by which build
this application at university level along with that funding
1. String Request (for sending data) section for institution purposes. Also add a feature where
user can logout from the system whenever they want.
2. JSONStringObject (for data retrieving)
2]Passed out students are promoted as alumni
7. FUNCTIONAL BLOCK DIAGRAM automatically, along with that their status are also updated
automatically like ‘left’ or ‘graduated’ after completing their
graduation and for that we required AI based system.[8].

3] Build a verification system for alumni as well because if

any alumni share some wrong information related to
placements or something else So admin can block that
particular user using that feature.

4] Add search option in alumni and student section because

in current system when n number of entities are added it is
very difficult to find particular one, we can’t scroll the page n
times for that we required search option in this application.

5] When any event are organised students get notification in

their mobile notification area or via email as well. Also,
admin has choice to approve or reject permission which are
coming from students and alumni.

6]Setting personal information private or public: Some

people would not like the idea that their information could
be seen by everybody that is a member of the alumni
application. That is why it would be useful to be able to set
some information, such as contact details as private or
public.[7].
Admin can manage the whole portal, arrange events related
to company or placements, update their status & send
9. CONCLUSION
notices, He can approve or reject permission made by
student and alumni. After registration, the student and The relationship between graduate students and the college
alumni verified by admin then successful registration can be smoothed down with the help of this application. In

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 International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
Volume: 09 Issue: 06 | June 2022 www.irjet.net p-ISSN: 2395-0072

our institution, this engagement creates a strong network. BIOGRAPHIES

Alumni can share their knowledge and materials with their
juniors using this technology, and scholars can clear their A.B. Koli, Guide, B. Tech
doubts in any area and take benefit of the other features Computer Engineering, PSGVP
provided by this application. Mandal’s D.N. Patel College of
Engineering
If the Department needs information about alumni in an
emergency, they can access it quickly by using this
application.

ACKNOWLEDGEMENT Bhagyashri Kishor Bagul,

Student, B. Tech Computer
We have taken efforts in this application. However, it would Engineering, PSGVP Mandal’s
not have been possible without the effortless support and D.N. Patel College of
help of our institution which delivered data for this project. Engineering
We are highly grateful to our project guide Prof. A.B. Koli for
innumerable acts of timely guidelines, encouragement and
we sincerely express our gratitude to him. We express our
massive pleasure and thankfulness to all the faculty Gemini Vilas Patil, Student, B.
members of the Department of Computer Engineering for Tech Computer Engineering,
their cooperation and support. The authors are thankful and PSGVP Mandal’s D.N. Patel
gratefully acknowledge all reviewers for their valuable College of Engineering
suggestions for enriching the quality of the paper.

REFERENCES
Divya Vedu Patil, Student, B.
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[2] Centralized Alumni Management System (CAMS) - A

Prototype Proposal Aritra Mukherjee1, Adrita Roy2, Manish
Kumar Lath3, Arnab Ghosal4, Diganta Sengupta5 Devyani Pravin Patil, Student,
B. Tech Computer Engineering,
[3] Alegado, L. (2015). Online Alumni Information System PSGVP Mandal’s D.N. Patel
Satisfies Alumni in an Educational Institution in Cebu City, College of Engineering
Philippines. JPAIR Institutional Research ISSN2244-1824

[4] D Yang, Research on Alumni Resources' Effect in Colleges

and Universities Development. Value Engineering,
8(2013)975-975 (in Chinese).

[5] N Rubens, M Russell and R Perez, J. Huhtamaki, Still, K.,

Kaplan, D. and Okamoto, T. Alumni network analysis. Global
Engineering Education Conference, (2011) 606-611.

[6] Davidson-Shivers, G. V., Inpornjivit, K., & Sellers, K.

(2004). Using alumni and student databases for program
evaluation and planning. College Student Journal, 38(4), 510.
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[7] https://www.irjet.net/archives/V8/i5/IRJET-
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[8] https://www.irjet.net/archives/V6/i11/IRJET-
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