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Development of an Alumni Database for a University

Article  in  IAMURE International Journal of Multidisciplinary Research · January 2015

DOI: 10.7718/iamure.v12i1.953

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Vol. 12 · January 2015 Volume 12 · January 2015
Print ISSN 2243-8327 · Online ISSN 2244-0429
International Peer Reviewed Journal
doi:http://dx.doi.org/10.7718/iamure.v12i1.953
Journal Metrics: H Index = 3 from Publish or Perish
This Journal is produced by IAMURE Multidisciplinary Research,
an ISO 9001:2008 certified by the AJA Registrars Inc.

Development of an Alumni
Database for a University
JONATHAN OLORES ETCUBAN
http://orcid.org/0000-0001-8930-6476
joetcuban@gmail.com
University of Cebu
Philippines

DENNIS S. DURANO
http://orcid.org/0000-0003-3869-8304
dennisdurano@gmail.com
University of Cebu
Philippines

Gunning Fog index: 13.35 Originality: 95% Grammar Check: 90%

Flesch Reading Ease: 35.56 Plagiarism: 5%

ABSTRACT

Databases for alumni are vital to every learning institution. The data and
information are needed by the school to communicate, verify, archive and
research the alumni. These are also used to validate the gap between the knowledge
and skills possess by the graduates and the required qualifications needed by
industries. It determined the effectiveness of instructions in the college and
achievement of its graduates. The study aimed to design and develop an alumni
database of the University of Cebu that would provide solutions to problems in
tracing alumni. The proposed system would enable users to register as well as
generate information for the purpose of tracing the whereabouts of the alumni.
The descriptive-developmental method was utilized, and two sets of researchers
made questionnaires were administered to 95 respondents. Percentages, ranks,
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IAMURE International Journal of Multidisciplinary Research

and weighted means were used in the treatment of the gathered data. The alumni
database was developed based on Commission on Higher Education – Graduate
Tracer Study survey questionnaire and was tested by the users based on user-
friendliness, system security, and accessibility. The study revealed that an alumni
database system is by far a better tool, cost-saving, and time-saving mechanism
than the traditional method of recording data. It will also streamline the
university’s concern for assisting alumni in disseminating relevant developments
to other stakeholders around the globe. The developed alumni database system is
highly recommended for use.

KEYWORDS

Information Technology, alumni database, descriptive study, Philippines

INTRODUCTION

Alumni are one of the most important assets of higher educational institutions
(HEIs). They are the product of HEIs’ curriculum, facilities and equipment
that best represent them in the real setting. Data and information of alumni
are significant in the formulation, implementation and monitoring of programs
offered by the HEIs. For these reasons, it should be stored in the repository for
future use.
In the Philippines, the University of Cebu is one of the biggest universities in
terms of students’ population across four campuses. The school holds volumes of
data from students’ records electronically. However, the university does not have
an online alumni database system to hold relevant data from its alumni. With
this discrepancy, generation of reports is cumbersome and timely. The researchers
developed an alumni database system to process large and complex datasets from
alumni that represent valuable raw data. Through the use of the system, these
data are summarized in the usable information needed by stakeholders. Since
the system is online, it has features that connect to Facebook and other social
networking sites for communication.
The goals of this alumni database are to gather data regarding the University
of Cebu graduates such as personal information, educational background,
training, and employment data. The gathered data will be kept in a repository
for the possible generation of relevant reports. These reports contain information

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like most demand jobs, urgent hiring, and the types of HEIs most desired
by industries. The implementation of alumni database system will help build
and sustain a relationship with alumni that encourage them to participate in
University matters thus, 
contribute to promote the good name and reputation
of the University of Cebu here and abroad. Likewise, it also encourages them to
participate in homecomings and other university-related activities.
This study is anchored on Davis’ Technology Acceptance Model. This model
theorizes that the developed information system must be acceptable for users.
It suggested that when users are presented with a new technology, a number of
factors influence their decision about how and when they will use it, notably:
perceived usefulness and perceived ease-of-use.

Figure 1. Technology acceptance model

Perceived usefulness is defined as being the degree to which a person believes

that the use of the system will improve his performance (Davis, 1989). Perceived
ease of use refers to the degree to which a person believes that the use of the
system will be effortless. Several factorial analyzes demonstrated that perceived
usefulness and perceived ease of use can be considered as two different dimensions
(Venkatesh, 2000).
The Technology Acceptance Model postulates that the use of an information
system is determined by the behavioral intention, but on the other hand, that
the behavioral intention is determined by the person’s attitude towards the use
of the system and also by his perception of its utility. According to Davis, the
assertiveness of an individual is not the only factor that determines his use of
the system but is also based on the impact that it may have on his performance.
Therefore, even if an employee does not welcome an information system,
the probability that he will use it is high if he perceives that the system will

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improve his performance at work. Besides, the Technology Acceptance Model

hypothesizes a direct link between perceived usefulness and perceived ease of use.
With two systems offering the same features, a user will find more useful the one
that he finds easier to use (Technology acceptance model, 2014). It was found
that the Technology Acceptance Model (TAM) for users, described according
to the Technology Readiness Index (TRI) as pioneers, has a very real ability to
predict future behavioral intent. TAM has an excellent capability to predict the
future behavioral intent of this new application in this new context. This study
has great implications as it documents a methodology of testing a population’s
receptiveness to new technology – technology that can greatly improve the
quality, costs and satisfaction issues with government services and reduce the risk
when implementing the new service (Lanseng & Andreassen, 2007).
Organizational investment in information systems is often large and risky
given the variety of information requirements placed on systems today. To make
more informed decisions and to meet the challenge of developing systems that
satisfy these demands, system developers need to achieve a better understanding
of factors that ultimately lead to system usage (Jackson, Chow & Leitch, 1997).
The results of the study of Tsao and Coll (2004) are consistent with previous
studies that show communication and involvement with alumni, satisfaction
with the quality of their education, and personal income contribute to the intent
of alumni giving. The study suggests that a successful fundraising requires a long-
term investment of time and encouraging a positive relationship with individual
alumni. Plice and Reinig (2009) postulated that communications and teamwork
skills are perceived as highly important to the business community when using
an alumni database.
The study of Barnard (2008) determines the extent to which an online
community portal could manage the information needs of alumni stakeholders,
using the alumni of the University of Johannesburg as a case study. Establishing an
online community Web portal for alumni will support a customized approach in
terms of information content, dissemination, context and commerce. An online
community environment will offer alumni opportunities to re-establish contact
with peers and nurture relationships with one another through frequent social
interaction. Such a facility would allow and encourage conversations that are of
value to all stakeholders, as these communities can exist beyond the boundaries
of location and time.
It is easy to retrieve individual records or small subsets of records from the
encrypted database by identifying them precisely, but mass harvesting queries

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matching a large number of records are computationally infeasible. The database

is transformed in such a way that all queries except those explicitly allowed by the
privacy policy become computationally infeasible, i.e., the solutions do not rely
on any access-control software or hardware (Narayanan & Shmatikov, 2005).
Managing data resources at high quality is usually viewed as axiomatic. However,
Even, Shankara Narayanan and Berger (2010) suggest that since the process of
improving data quality should attempt to maximize economic benefits as well,
high data quality is not necessarily economically optimal.
Edgar and Hyde (2005) found that online alumni survey have important
implications for the development of new programs and the refinement of existing
curriculum. Davidson-Shivers, Inpornjivit and Sellers (2004) evaluated the
effectiveness of the program using databases and the results indicated an overall
program satisfaction.
Hayman and Partridge (2013) concluded that alumni networks can be used to
help young people navigate the transition from education into employment and
to support schools to finance extra-curricular activities and infrastructure projects.
Mijic and Jankovic (2012) that a possible solution in tracking information about
graduate students - alumni, and its potential contribution to improvement and
innovation of study programs is through the use of an information system.
Ingram et al. (2005) reported the development of a systematic process for
locating instructional design alumni and recruiting them to provide feedback
from their workplaces. The purpose of initiating this process is related to program
improvement through alumni participation.
The researchers gained more insights from these studies in analyzing,
designing and developing an ideal alumni database for the University of Cebu.
These understandings contributed to motivate the researchers in the conduct of
this study and propose a solution to help an alumni database as dynamic website
application, a feature that will be an added feature of an institution like the
University of Cebu, ever responsive to the challenges of the 21st century.

FRAMEWORK

In this study, the descriptive method of research was used. It involves the
collection of data through the use of questionnaires, interviews, and content
analysis. The research design used was the triangulation of research and innovation
design of the system.

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Figure 2. Framework of the study

The inputs of the study were the problems encountered by the respondents in
tracing alumni, as well as the features of a good alumni database. After identifying
the variables needed in the study, the data were gathered, collected, tabulated,
analyzed, and interpreted using some statistical tools. An alumni database system
was proposed to assist them in tracing alumni.

OBJECTIVES OF THE STUDY

The study aimed to analyze, design and develop an alumni database for the
University of Cebu. Specifically, this study attempted to: 1) identify the problems
encountered by the faculty members and administrators when tracing status
of graduates; 2) determine the features in a good university alumni database;
3) determine its design and development; and 4) determine the system users’
assessment.

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MATERIALS AND METHODS

This study utilized questionnaires made by the researchers. They administered

two sets of the questionnaire to the 87 undergraduate faculty members and eight
deans of the different colleges of the University of Cebu, Cebu City, Philippines.
The first set of the questionnaire is divided into two parts. The first part of the
questionnaire contains 7-items, and was administered to obtain the problems
encountered by the deans and faculty members when tracing the status of
graduates. The second part of the questionnaire contains 20-items, and was
administered to obtain the required features of a good alumni database as well as
identify the problems encountered by the respondents in tracing the whereabouts
of the alumni. The researchers used a College Graduate Tracer Instrument of the
Commission on Higher Education in order to obtain the required information
to be included in the design and development of the system. The instrument
contains 36-items and is categorized into four areas: (a) general information,
(b) educational background, (c) training and advanced studies attended, and
(d) employment data. The responses of the respondents were used to create the
alumni database system. The system users of the University of Cebu used the
second set of the questionnaire which contains 20-items to assess the system and
rated based on the following categories: user-friendliness, systems security, and
accessibility. They evaluated the system based on the friendliness of the users’
screen and dialogs. They also checked the security of the system to ensure that the
specified security requirements are met. Its objectives were to maintain a stable,
functioning environment for users and to protect information and transactions
during transmission outside the university. In addition, the respondents also
rated the accessibility of the system whether it was available when its services
were required online or offline. In compliance to Research Ethics Protocol,
the researchers obtained Informed Consent from the respondents stipulating
their awareness to the purposes of the study, their agreement to participate as
respondents, their freedom not to continue if they fell uncomfortable with
the questions, the welfare they will receive from the output of the study, and
their right to information confidentiality. Statistical treatments used in the data
analysis were frequency, the simple percentage, rank, and weighted mean.

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RESULTS AND DISCUSSION

Table 1. Problems encountered by the respondents in tracing alumni

Problems Encountered f % Rank
Limited personnel who can handle work assignment. 54 17.42 1
Tracer review is not updated regularly. 53 17.10 2
The budgetary outlay for tracer survey is minimal. 46 14.84 3
Lack of publication or dissemination of the survey. 45 14.52 4
It is costly. 40 12.90 5.5
Tracer survey report is not on time. 40 12.90 5.6
Transmittal of reports not submitted to concerned offices. 32 10.32 7

Data on table 1 indicate that the school lacks the personnel to trace the
whereabouts of their alumni. One of the reasons that contributed to this is that
the faculty members handle as many as fifteen teaching loads every semester
and by adding extra work in tracing their alumni would be a burden for them.
Another problem cited by the respondents is that the school in general and the
Office of the Alumni do not regularly conduct graduate tracer studies. There was
an initial move in the previous years but only limited to some of the colleges
of the university. However university-wide up to the present writing of this
research, the university has not done graduate tracer studies of all colleges across
its campuses. The reason behind would be on the budgetary side that it is very
costly to conduct graduate tracer study (GTS) of the university.

Table 2. Features of a good alumni database system

Features f % Rank
Provides a user-friendly interface for ease of use 68 7.35 1
Integrates with the registrar’s student database 60 6.49 2
Provides searching capabilities with advanced queries in alumni directory 54 5.84 3
Allows sending of messages among alumni and officers 52 5.62 4.5
Provides alumni directory 52 5.62 4.5
Provides secure online access to the database from anywhere in the world 51 5.51 6
Provides news on school activities and development 47 5.08 7.5
Allows administrators and managers to obtain results of tracer study for
47 5.08 7.5
statistical analysis
Sends notification to alumni’s email address 46 4.97 9.5

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Consolidates automatically the results of the study conducted 46 4.97 9.5

Allows creation of forums 45 4.86 11
Allows posting of online bulletins 44 4.76 12
Allows creation of alumni personal profile 43 4.65 14
Allows administrators and managers to post alumni tracer survey 43 4.65 14
Allows sending of alumni tracer study as email to members 43 4.65 14
Allows posting of pictures in the gallery 42 4.54 16
Provides links to job-related websites 41 4.43 17
Provides privacy settings 38 4.11 18
Extends exclusive membership to alumni association 35 3.78 19
Allows posting of blogs 28 3.03 20

The table revealed the top three most necessary features of the system. It
should provide a user-friendly interface for ease of use, integrate it with the
registrar’s student database, and allow the users to send messages to alumni and
officers.
Siwabesy (2013) says that the developer of alumni career does have a tool that
enables to discover the alumni’s condition in their jobs. It does not have special
media which enable the alumni to communicate, interact, and network with
each other. An integrated website between career center, alumni community, and
a tracer study is needed. A tracer study is an activity to enable the educational
institutions to track the alumni state. Alumni community website combined with
tracer study and career center will enable the administrators to gain alumni state
in jobs and provide a special media to the alumni to communicate, interact, and
networked each other. Nair et al. (2006) attempted to create a system that adds
the aspect of time into location-based notification systems. It allows a person to
not only experience their surroundings through five senses and three dimensions,
but also to understand the changes the location has undergone over time, by
receiving cues. Hussey (2011) says that based on the overarching principle
that all social media should involve in a two-way communication. It provides
a basic strategy for departments in all colleges and universities – admissions,
media relations, career center, alumni, and more – to act and interact with the
social media to boost school pride, develop relationships, and build brand equity
because social media is an ever-evolving medium.
In this study, the users of the system are the administrators, deans, faculty,
alumni, and officers of the university’s alumni organization.

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Figure 3. Entity-relationship diagram of the system

An alumni database contains a group of related pieces of data such as their

demographic profile and work-related information that are managed through
database management system (DBMS) software. It involves creation and
maintenance of access rights which controls users’ access.
As shown in figure 3, the system consists of the following tables: General
Information, Educ Background, Prof Examination, Reasons Of Taking Degree,
and Trainings_Taken. These tables are essential in keeping data that will be used
in generating informative reports.
User interface design (UID) is the way the system is designed to make it easy
for users to use and that is, it is easy to navigate, efficient to use, and give users
a pleasurable experience. The UID must also be free from errors in order that
users will continue to use and recommend it to others as well. Designing the
UID of the system encompasses the identification of the user characteristics that
will interact with the system to complete the system requirements. In addition,
it identifies the primary screens of the system’s user interface, as well as defines
the valid navigational paths through the user-interface elements for the user to
perform system features.

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Figure 4. Screenshot of the homepage of the system

Figure 5 shows the UID of the employment information. This screen used to
accept data from the alumni that include the demographic profile, educational
background, and the status of his/her past and present work.

Figure 5. Screenshot of the employment information

Figure 6 shows the screenshots wherein the alumni will click the buttons to
confirm the entry of its data to the database.

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Figure 6. Screenshot of the confirmation of data entry

At the end of the data entry procedures, the alumni will click the Save button
for recording of data into the university repository.
System design is used to interact with other systems, integral to the functioning
of the system that is being designed. This requires identification of dependencies
that are required for interaction with other systems and its users.

Figure 7. Use case diagram of the system

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Figure 7 shows the use cases of the GTS administrator, which requires creating
alumni account, validate account information, send notification to alumni,
maintain alumni information, and manage the survey data. In addition, it also
shows the use cases of the alumni, which includes view GTS site, login GTS site
and takes the tracer study.

Table 3. Use case table of alumni answers survey

Use Case Name Alumni Answer Survey
Scenario Alumni Answer the Graduate Tracer Survey
Triggering Event Update a Graduate Tracer Survey Information
Brief Description An Alumni opens the Graduate Tracer Website, logs in his/her system gen-
erated username and password and click the Participate Survey Button
Actors Alumni
Related use cases Manage Alumni Personal Information
Stakeholders University of Cebu-Alumni

University of Cebu-Administration
Preconditions Alumni login using the GTS Administrator username and password
Postconditions Alumni Information Table is updated
Flow of Activities Actor System
Alumni opens the UC-GTS website Verify Alumni Information from
the University of Cebu Registrar
Alumni finds the Alumni Informa- Office
tion Hyperlink and Click
2.1 Create, Retrieve, Update or De-
Alumni are presented with a GTS lete a Alumni Information
Alumni Form, if the Alumni has
already a system approved informa-
tion, he/she can see them on the
Form elements, and can opt to up-
date it by pressing the Update But-
ton causing the form to become
Updatable.

If the Alumni has no data yet, the

Alumni can opt to click the Create
Button, then the blank form is pre-
sented to the Alumni.
Exception Condi- If the Alumni information is not valid, the data inputted by the on the
tions Alumni Information table will be deleted

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Figure 4. Use case table of manage personal information

Use Case Name Manage Personal Information
Scenario Alumni Manages his/her Personal Information
Triggering Event Create a new Information

Update an Alumni Information

Brief Description An Alumnus opens the Graduate Tracer Website, click to Create Alumni
Information hyperlink, fill or update the information in the Form elements
(Textboxes, Checkboxes) then save.
Actors Alumni
Related use cases
Stakeholders University of Cebu-Alumni

University of Cebu-Administration
Preconditions
Postconditions Alumni Information Table is updated
Flow of Activities Actor Administrator
Alumni opens the UC-GTS web- Verify Alumni Information from the
site University of Cebu Registrar Office

Alumni finds the Alumni Informa-

tion Hyperlink and click
2.1 Create, Retrieve, Update or Delete
Alumni is presented with a GTS a Alumni Information
Alumni Form, if the Alumni has
already a system approved infor-
mation, he/she can view them on
the Form elements, and can opt to
update it by pressing the Update
Button causing the form to be-
come Updatable.

If the Alumni has no data yet, the

Alumni can opt to click the Cre-
ate Button, then the blank form is
presented to the Alumni.
Exception Condi- If the Alumni Information is not valid, the data inputted by the on the
tions Alumni Information table will be deleted by the Administrator of the Sys-
tem

In this study, the integrity control addresses how data are necessary to adhere
the predefined set of rules, and is maintained through the use of error checking

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and validation routines. Enforcing data integrity ensures the quality of data that
will be stored in the database. The accuracy and consistency of stored data are
indicated by the absence of any alteration in data between two updates of a data
record (Data dictionary, 2014). The input data are checked to make sure the
validity and reliability because erroneous data input would lead to erroneous
data output.
PHP, HTML5, CSS, JavaScript including jQuery, which is a JavaScript
library, and Adobe Photoshop were used in the development of the front-end
application. MySQL was used as a database of the application.
The evaluation of the system is often conducted by means of performance
measures developed by the system designers. In this study, the system designers
are the researchers themselves.

Table 5. User-friendliness results

Rate the friendliness of the system
# Weighted Mean Interpretation
in terms of:
1. Fulfilled system requirements 4.27 Very Friendly
2. First impression 4.47 Very Friendly
3. Intuition in using 4.03 Friendly
4. Usefulness 4.80 Very Friendly
5. Comprehensiveness 4.07 Friendly
6. Convenience of format 4.53 Very Friendly
7. Ease in using 4.70 Very Friendly
8. Storing of alumni information 4.87 Very Friendly
9. Retrieval of alumni information 4.60 Very Friendly
Aggregate Mean 4.48 Very Friendly

The data show that the proportion of the respondents about the friendliness
of the system got an aggregate mean of 4.48, which means Very Friendly. This
rating means that the respondents were satisfied as to how the system was
developed and implemented in an online environment. The users’ evaluation and
acceptance of the system are important since they determine whether the features
of the system passed their standards. Peterson (2007) says that HEIs cannot just
keep up to effectively engage alumni. They must continually explore the edge of
new technology.

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IAMURE International Journal of Multidisciplinary Research

Table 6. System security results

Rate the security of the system Weighted
# Interpretation
in terms of: Mean
1. User’s identification 4.20 Very Secured
Registered user’s control over his own
2. 4.33 Very Secured
private information
User limitations on unauthorized modi-
3. 4.70 Very Secured
fications
4. System’s performance in off-site validation 4.53 Very Secured
5. Safety records inside the database 4.73 Very Secured
Security of alumni information in the
6. 4.83 Very Secured
database
Aggregate Mean 4.56 Very Secured

The data indicate that the rate of the faculty members and deans about system
security of the system got an aggregate mean of 4.56, which means Very Secured.
The results imply that the system has implemented the necessary measures to be
secured in the areas of user’s identification, control, and security on the database.
This rating means that the security measures of the system are well addressed
prior to the development and implementation.
In addition, there is a need to address system security since the system will
run in an online environment. Addressing such measure is a good move to trap
possible intruders of the system. Takada and Koike (2002) say that computer
security breaches are already a major problem in using computers. The most
fundamental defense against it is to monitor and audit the computer logs.
Computer logs, however, have an enormous amount of textual data. It is,
therefore, almost impossible to inspect them manually using current systems.

Table 7. Accessibility results

Rate the accessibility of the use of the system Weighted
# Interpretatio
in terms of: Mean
1. Authentication of user access 4.60 Very Accessible
2. Online system access using the Internet 4.90 Very Accessible
3. System availability using the Intranet infrastructure 4.47 Very Accessible
Aggregate Mean 4.66 Very Accessible

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The data show that the rate of the faculty members and deans’ accessibility
to the system got an aggregate mean of 4.66 (Very Accessible). This rating also
means that the system’s architecture is designed to run in an online environment
and as well as the databases related to alumni tracer.
Baaken and Kliewe (2012) say that the performance of a creativity technique
might change significantly when combining it with an updated online technology.
It does not only allow internationalizing creativity sessions, but it might also
be used to purposely change some performance standards making the creativity
technique more applicable to a particular local environment. While these can
be considered as advantages, it has also to be noted that the online application
of a creativity technique might also have a negative impact on its performance
criteria. Hence, the method of online application should always be evaluated
prior to implementation and investment.

CONCLUSIONS

An alumni database system is by far a better tool, cost-saving, and time-

saving mechanism than the traditional method of recording data. It will also
streamline the university’s concern for assisting alumni in disseminating
relevant developments to other stakeholders around the globe. Thus, the Davis’
Technology Acceptance Model best fits in the analysis, design, and development
of the alumni database.

TRANSLATIONAL RESEARCH

Since the alumni database system helps universities track alumni

whereabouts, the deans, and Alumni office are part in the searching committee;
the administrators will implement the intervention activities to improve the
curriculum and facilities of the university. In this manner, this ensures that
alumni feedbacks are used as primary inputs to enhance the universities’ offering
to improve the curricular programs.

ACKNOWLEDGMENT

The funding support provided by the University of Cebu through the

University Research Center is gratefully acknowledged.

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IAMURE International Journal of Multidisciplinary Research

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