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.

Actors

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.

Pages

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.

Elements

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.

Alumni

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.

Administrator

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.