Background of the Study
The Nnamdi Azikiwe University Alumni Association has been in existence for a number of years but has not been able to become a viable entity. The association’s goal is to provide a professional network for the graduates of the Nnamdi Azikiwe University. The Alumni association is independent of the school in funding and administrative support. The Association administration is run through the efforts of volunteers and part-time hires.
The inability of the association to become a viable entity can be attributed to a few major factors. First, the fluctuations in the work force effort and the lack of consistent commitment to the association have caused inefficient and misguided efforts. The second major factor affecting the viability of the Alumni Association is the lack of an accurate and homogeneous database of the school’s alumni. Alumni records over the history of the school have been maintained in a variety of non-automated methods. Once a student graduates the records are archived, thus making access to these records difficult and time consuming.
This research work is focused on developing a computerized web based database management system to handle the data requirements of the association. The basic requirements for the system include the storing of alumni data for quick and efficient retrieval, which would also provide mechanisms for the updating of the stored data in an automated manner.
Increasing demand for accuracy, efficiency and effectiveness coupled with user friendliness has become the major strive of most organizations public or private. This fundamental requirement presents the notion that automated systems are not only indispensable part of every organization but is also a way of achieving accuracy, efficiency and stated effectiveness within the body.
Zuboff (1988) defines the process of automation as a service to perform tasks with great speed and accuracy.
An Automated Web based Database Management System is a way of bringing many methods of reporting and control into one working environment. Nnamdi Azikiwe University Alumni Association has variety of methods in the control, management and reporting thereby necessitating automation of the system.
Grammatikou et al., 2003 had found that databases and information retrieval technology had changed the ways organizations were producing reports by providing on spot and timely access from various locations.
The World Wide Web (WWW) became one of the most important media for sharing information resources. Programs, tracking of information, information monitoring, and various other types of resources could be accessed through the www (Bing et al., 2001). Research results, new findings, and other information could also be put on the web from anywhere at any time by the right people. Therefore, since www had provided a good infrastructure, Reports could be accessed centrally by management of alumni department using an integrated Management Information System through the Internet.
Harpreet (2002) mentioned that the use of WWW or computer system could enhance organizations and improve on their communication and therefore effectiveness in service delivery. Likewise, organizations and institutions today are being forced by the internet to move toward “teleworking”. Therefore, there was need for web-based computer system that could provide easy access of information online and also provide accessibility to information from anywhere, anytime. This necessitated management to have access to the database. This was done by registering them into the system and then giving the privilege to them once logged-in. This was provided at the login time and other unauthorized users denied access.
(Saucer et al., 1997) mentioned that systems could not be designed as stand-alone components since they had to communicate, interact, access the same data and share information with their organizational environment. Therefore, WWW should have come in to integrate part of an existing information system by providing well-defined interfaces to standard application systems such as database systems and computer networks.
An automated web based database management system is important for management of university alumni as well as for the staff and productivity. Unfortunately, the system seemed to be far-fetched, especially when it was done manually using many different methods of data manipulation. But with automation, only the administrator will have to be responsible for the manipulation of data using highly advanced and user friendly user interfaces. This of course will result in speed and accuracy in data handling Zuboff (1988).