Alumni Tracking System - Use Casef

May 29, 2016 | Author: Jether Pactol Tero | Category: Book Excerpts
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Alumni Tracking System Uses Cases February 3, 2011

Gerard Cabunducan and Rapi Castillo Computer Science 270

About the Document

The use cases documentation shows the reader the different possible activities different actor can do within the alumni tracking system environment. This will also show the flow for different use cases and possible errors that may be encountered along the way. The documentation contains information regarding the different actors in play, details on the pages of the system, and various use cases for different users.


There are two main actors in the Alumni Tracking System. First is the Administrator, who can be regarded as the webmaster of the alumni tracking system. There can be many administrators, all of which have the function of regulating the influx of users of the alumni tracking system. They are responsible for the admission of new members by verifying if the user is indeed a legitimate alumnus of the university. The administrator holds various special features. One is the ability to admit users, and another is to view the different trends of the users within the community. Currently, the administrator can view the top companies who have alumni of the university. The second type of actor is the user at large, or the alumnus. The alumnus can add, edit, delete, and view his employment history; he can add, view, and delete his education history; he can also edit his basic information; search the whole database; and edit his account settings, particularly his password, on the fly. These features are available to the administrator as well.


There are various pages within the alumni tracking system.

Splash page. This view shows the login area for the user. One can sign up or login in this page.

Home page. This is the first page the user sees upon logging in. The user can see news regarding their alma mater, see photos related to his university and other features as well.

Profile page. The profile page shows the user’s information relevant to the alumni tracking system such as their employment history, education, and basic information. This shows the information that describes the alumni as a graduate of the school. The page is helpful in summing up the user. The page offers different features for the owner of the profile page, such as updating their basic information, education, and employment history. The user can also see their batch mates in the view.

Setting page. The settings page allows the user to change their basic information and passwords. This page employs a hashing technique for easy loading. Please refer to jquery bbq for further details.


The alumni tracking system contains various elements (views) that are paramount in the user experience: ●

Alma Mater News. This section is shows at the homepage and shows news that is relevant to the university. This element is powered by Google news.

Photos. This section shows the various photos that are relevant to the university. Powered by Flickr.

Batch mates. This section shows random people with the same batch at a given level as the user.

Employment. This section shows the employment history of a user.

Education. This section shows the educational history of a user.

Information. This section shows the basic information of a user.

Profile. This section shows the user’s photo, name, and field.

Top Company’s. This is specific to the administrator. This shows the

companies that have the highest alumni population.


The alumni are comprised of the graduates of the university, encompassing the undergraduates, masters, and doctorates. The following features are available to them: ●

Sign up ○

Actor Status. The alumnus is not yet a member of the alumni tracking system. The alumnus may sign up by filling out the membership form at the splash page.

Pre-Conditions. The alumnus is not yet a member of the system. The alumnus is in the splash page, and the he will opt to be a member.

Conditions. The alumnus will fill out the required fields: student number, first and last name, and his email address. He will then submit it.

Post-Conditions. The system will store his request for membership and will notify him that he will receive a confirmation via email.

Errors. Various errors can be met by the user ■

Incomplete fields. The system may be throwing an error if the fields required for signup are not met.

Existing student number. The student number input by the user already exists in the system.

Login ○

Actor Status. The actor is already confirmed as a member to the application. He will then opt to log in the system to start their activities related to ATS.

Precondition. The actor is a member and is in the splash page.

Condition. The actor fills out the login form at the upper right part of the page.

Post condition. The actor will be sent to his home page.

Errors. The system will throw an error if the username and password

does not match. ●

Home ○

Actor Status. The actor has just successfully logged on to the system. He will then be able to see different updates from various sources

Precondition. The actor has logged on.

Condition. The actor can now see the news about his alma mater (powered by Google news), his batch mates if he has an existing education history, and different photos relating to his school (powered by flickr)

Post conditions. The actor will be able to surf the page by clicking various links within the page.

Search ○

Actor Status. The actor has clicked the search button at the upper part of the screen.

Precondition. The actor is already logged on to the system, and he has clicked the search button at the upper right of the screen.

Condition. The actor will insert a query onto the search text field to be able to look for various people within the system.

Post condition. The system should show the list of the users with the matching text with what the user has input.

Settings – Account ○

Actor Status. The actor has clicked the settings for the account. He will then be able to change various settings.

Precondition. The actor is already logged on and has either clicked the settings link at the upper right of the page, or the edit link at the home page, or clicked the “Account” link at the settings page.

Condition. The actor will update his password and or basic information such as name, and industry/field.

Post condition. The user will have updated information with respect to his name, industry, and password.

Error. For the user to effectively update his password, he must be able to supply his old password, and at the same time, re-type his new password. Failure to do so will cause the system to throw an error.

Settings – Information

Actor Status. The user wants to update his other information such as address, number, etc. There are two ways of opting for this, either by going to the settings and clicking the Information link, or going to the actor’s profile view and then click on the edit link at the Information widget. Doing the former will trigger a dhtml script to transform the view to an update form.

Precondition. The user wants to update his other information. The user then clicks on the information link at the settings, or the edit link at the information widget at the profile view.

Condition. The user has filled out the updates that he wants to be applied.

Post conditions. The system will save the new set of information and will view it accordingly.

Errors. The information area is generally free text. The system does not throw any errors on any possible activity.

Education History – Add ○

Actor Status. The user opts to add a university to his list of education.

Precondition. The user is in the profile view and will be able to add a school in his education history after clicking on the Add button at the Education history widget.

Condition. An add form will popup that will tell the user to fill out necessary fields for the information of the university. The user will fill out the said information and will consequently submit.

Post condition. The system will check if the user put various keywords at the beginning of the field “course.” If the course has “MS” at the start, it will be tagged as masters, if BS, then undergraduate, and so forth. This will be important for gathering the batch mates of the alumni. The system will refresh the page accordingly.

Education History – Delete ○

Actor Status. The user has made a mistake upon adding a school to his education history. The system does not allow edit for education, so the next thing for him to do is to delete the said education history and then insert another.

Precondition. The user made a mistake and has clicked the delete

button for adding the school. ○

Condition. The user clicks the delete button.

Post condition. The system will hence delete the history and will remove that from the list.

Employment History – Add ○

Actor Status. The user opts to add an employer in his list of employment history. The user will then click the add link at the side of the Employment History widget.

Precondition. The user wants to add an entry in his employment list.

Condition. The user fills out the fields necessary for the employment history.

Post condition. The system will save the information and will consequently refresh the page to have the information show.

Employment History – Update ○

Actor Status. The user opts to edit information regarding his employment in a particular company.

Precondition. The user is logged on and is in his profile view. He then clicks on the edit link at the side of a specific employment entry. The link edit will appear whenever the user hovers on a particular employment entry and will disappear upon mouse out.

Condition. The user will fill out the changes necessary for the update. After he is done, he will then click submit.

Post condition. The system will save the changes and will automatically reflect on the view.

Employment History – Delete ○

Actor Status. The user is logged on and opts to delete an entry in their employment listing.

Precondition. The user is logged on and is in his profile page. The user will then see the delete link that appears on the employment entry upon hover.

Condition. The user clicks on the delete link and confirms the deletion of the entry when asked by the system.

○ ●

Post condition. The system will then delete the entry from its records.

Update photo

Actor Status. The user is logged on the ATS and wants to change their photo.

Precondition. The user opts to change his profile photo. He is in his profile page and clicks on the change link above his profile photo.

Condition. The user chooses a new profile photo from his file system.

Post condition. The system will save the file asynchronously. Upon completion of saving the photo into the server. The server will then respond the filename to the client. The client will then load the photo asynchronously.


The administrator, as said above, shares the same features with the alumnus. However, some features are exclusive to the administrator: ●

Approve Membership Requests ○

Actor Status. The administrator logs in his account and sees the list of request. He will then opt to approve or reject requests for membership

Precondition. The administrator is logged in and is in the homepage. The widget for the undecided requests can now be seen on the page.

Condition. The administrator decides if he should approve or reject said application for membership by clicking on the approve or reject links.

Post condition. If approved, the system will add the user to the list of users and will preferably send an email telling them that they are approved. Otherwise, will just mark the request as rejected.

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