Wolkite University

College of Computing and Informatics

ICT Incubation Center Project Proposal
Project Title: -
Exam and Class Scheduling Systems for Wolkite University

Project Team Members

No Participant Student Sex Department Year(Batch)
. Name
1 Girum Nigussie Male Information Systems 4th year in 2012 E.C
2 Fekedew Hailemariam Male Software Engineering 4th year in 2012 E.C
3 Muhammed Nuru Male Information Systems 3rd year in 2012 E.C
4 Yayal Abayneh Male Computer Science 3rd year in 2012 E.C
5 Kelem Belay Female Computer Science 3rd year in 2012 E.C

Submitted to: -
Computing and Informatics College Research, Community Service
and University Industry Linkage coordinator office

Advisor: -Erimiyas Birhanu

Wednesday, June 26, 2019

CHAPTER ONE

1. Introduction of Whole Project

1.1. Introduction
Ethiopia is currently implementing its Plan for Accelerated and Sustained Development to End
Poverty Therefore Education is the Most Important Factor to Achieve this goal. In Ethiopia,
primary education lasts 8 years and is split into grades 1-4 (primary first Cycle) and grades
5-8 (primary second cycle). Secondary education is also divided into two cycles, each with its
own specific goals. Grades 9-10 (secondary first cycle) Provide general secondary education and,
upon completion, students are streamed either into grades 11-12 (secondary second/preparatory
cycle) as preparation for university. Or into technical and vocational education and training
(TVET). At this time, Ethiopia, has about 33 Universities this shows the education in Ethiopia
become rapidly increasing. Developing countries like Ethiopia needs more computerized
technologies to rapid educational quality. This can directly improve acceleration in development.
Broad definition of scheduling is the temporal allocation of activities to resources. Scheduling
theory first appears in the mid-1950s. Since then the problems addressed become closer to
industrial applications, thus increasing in complexity. Scheduling problems concern all
educational establishments or universities, since they involve timetabling of courses assuring the
availability of teachers, students and classrooms. The available scheduling algorithms is present
in this time are many to list some of them; for example greedy algorithm, genetic algorithm, etc.
Wolkite University is among the 10 Universities that are established in 2011/12 that made the
total number of public universities in Ethiopia thirty three. Wolkite University is located at
Wolkite town in Gurage zone that is located 155km from Addis Ababa on the way to Jimma. The
University is established after the foundation stone was put by His Excellency the late Prime
Minister Meles Zenawi in November 2009 G.C. The campus is located at the Gubre sub-town of
Wolkite, i.e., 14 km away on the way to Butajira.

It has about seven colleges and thirty one departments in this time. Namely; college of
Engineering and technology: - which has eight departments, college of natural and computational
science: - which has six departments, college of computing and informatics: - which has four
departments. College of Agriculture: - which has four departments, college of medicine and
health science: - which has two departments, college of social science and humanities has four
departments and college of business and economics has three departments.

Wolkite University currently started using automated scheduling system in 2009 E.C. Even if the
University started using this System We Want to improve the current automated system in our

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way as student and we want to solve the all problems related with scheduling. now we are going
to describe such problems, objective of the system, its scope, methodology used to develop the
system, significance and beneficiary of system as follows: -

1.2. Statement of the Problem and Justification

Now a time Ethiopia establishing a number of universities among those university WKU is one
of them even though there are many problems related with scheduling. Especially, in higher level
education like the universities. It is so difficult that to schedule class and exams because of
scheduling large number of courses in an optimal way and assigning rooms for departments is so
difficult, it takes so many to prepare schedule for each departments. There will not be permanent
schedule. It was prepared again and again or tentative and posted schedule in a board didn’t stay
long time, the teachers may be assigned for two or more classes at the same time, the students
waste their time because of overlapping of the classes and Etc. this affects the quality of
education. But in some universities like Bahir Dar University, Haromaya University started using
automated scheduling to solve these problems. They solve main problems related to scheduling
system.

Wolkite University started in 2004 E.C. The university already started using automated
scheduling system this will solve the manual system they faced each year with some problem
that is how to schedule large number of course in optimal way with available lecture classroom
and number of student, even if so far it is not deployed. Common problem of the previous system
is Student’s don’t get information online, Schedule information which is posted on
announcement board didn’t stay long time, assigning one instructor for two or more class at the
same time that causes clash of class, difficult to report generation those are problem happen in
the previous system and also currently there is no makeup class scheduling system, but in
existing system for example if Instructor want to give makeup class for his or her student he or
she tells to student representative and call student in to class room area and start to find free class
room. If they get free classroom instructor start to take class, else they clash makeup that means
time of student and instructor as well as their labor/energy is lost.
Generally, the following problem are drawn:
 Manual system

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  The developed automated system is not including Examination and Make up class
schedules.

1.3. Project objective

We describe about general objective and specific objective of the system as follows: -
1.3.1. General Objective
The General objective of this project is to improve the current scheduling system by adding some
features to the existing system and make the system more interactive.
1.3.2. Specific objective
To achieve the above aforementioned general objective, the project will also address the
following specific objectives:
 Study and analysis the current system
 Review related works with scheduling systems.
 Proposed a system that considers the current scheduling system
 Select and applying the selected scheduling algorithms to the proposed system.
 Design and develop the new data base system.
 Test and evaluate the proposed system using software testing mechanisms.
 Draw conclusion and recommendation

1.4. Scope and Limitation of the project

The system class scheduling system has its own scope area as well as it has some limitations. We
describe them as follow:-
1.4.1. Scope of the project
The project will be limited on designing a new database for Wolkite university regular students’
information management system. On completion of this project we expect the system will have:

This project focuses on WKU for regular students: -

 Class Scheduling
 Exam Scheduling
 Makeup Class Scheduling
 Lab Class Scheduling
Even though, this project is focus on Wolkite University class scheduling System, it doesn’t
include the following basic functionalities

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  Weekend classes and other extensions of the University
 Summer student in WKU
 Special considerations for disabled students are not taken into account, for instance Blind
persons
1.4.2. Limitation of the project
When we do this project, we faced different challenges or limitations that restrict our project.
Those limitations are:
 Finance problem, the cost needed to do the project.
 Time problem, the time given to do the project.
 Internet connection problem
 Peoples who help in this project may be busy or do not have more time
 Skill, we aren’t enough skill or knowledge about the tools that use to develop the
project

1.5. System Development Methodology

In newly proposed system we will uses different method to develop the system, to gather
information or data of existing system.
As we are going to use object oriented system for developing proposed we will use prototype
software models because of prototype model is the easy way to gather information from the user
by inviting them with in each documentation and implementation phases and participating them
while developing the system.
1.5.1. Investigation (fact-finding) methods
We use different method for investigation or to find facts such as data collection to collect
information from existing system user, data analysis to show diagram of the system
1.5.2. Data Collection
Data collection is the most important part of the project to find the main requirement of the
system and to understand how the system works. We are going to use different methods to
collect data.
Among the methods, we use the following:-
 Observation: to analyze the previous scheduling processes

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  Document analysis: to get information about preparation of Class schedules by different
Colleges and departments.
 Interviews: for gathering direct information from users.
1.5.3. Data Analysis

We use object oriented software engineering methodology (approaches) to develop our

system. ;because it is a popular technical approach to analyzing, designing an application system,
or business by applying the object-oriented paradigm and visual modeling throughout the
development life cycles to foster better stakeholder communication and software product quality.
Object Oriented Analysis is selected since it has so many advantages and which can make our
system more effective.

The advantages of Object Oriented Analysis are:

 The ability to tackle more achieving problem domains.

 Increased consistency among analysis, design and programming activities.

 Common design and coding methodologies, including Object-Oriented Design

(OOD), Design Patterns, Refactoring, and the Unified Modeling Language (UML)

 Explicit representation of commonality among system components.

 Increased consistency among all the models developed during Object Oriented
Analysis, design and implementation.

1.6. System development tool

During Implementation, we are going to use;
 JavaScript which is used to code client side code

 PHP which used for storing data to database or server side code.

 J-query which is used for displaying some pages smartest.

 Adobe Photoshop used to edit images inserted in the system.

 Edraw Max for modelling

For Back end:

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  MySQL Database which used as storage.

 Xamp-Server which function as server in one computer.

1.7. Significance of the project

The newly proposed system will have many advantages in terms of students, instructor and the
university collages and department in the following ways:-
 No clash of class.
 No wastage of time due to room finding.
 To use fast, attractive and modern service.
 Students and instructors can access their class easily with respect to room and time.
 The schedule of class will be effective.
 Minimize wastage of resource plus energy for scheduling.
 It speeds up teaching learning process.
 To achieve the university plans.
 It avoids loss of the documents and data fragmentation.
 It avoids negative suggestion between the instructor, Students and department dean.
 Make the class schedule more reliable and flexible by considering changes.

1.8. Beneficiaries
The major beneficial body of the system is the university colleges/faculty, Instructors, Students
and various departments inside each college there by providing the instructors and students a
user friendly interaction with the class scheduling system without confusion and mix-up.

1.9. Feasibility Analysis

Feasibility study is a test of system proposal according to its workability, impact of the
organization, ability to meet needs and effective use of the resources. The objective is to
determine whether the proposed system is feasible or not through the following feasibility study
mechanisms
1.9.1. Operational feasibility
Operational feasibility is a measure of how well a proposed system solves the problems, and
takes advantage of the opportunities identified during scope definition’s, so our project can fits

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with the existing business environment and objectives. So, it is concluded that the system is
operationally feasible.
1.9.2. Technical feasibility
In technical feasibility study, one has to test whether the proposed system can be developed
using existing technology or not. It is planned to implement the proposed system using Windows
operating systems, web based applications. It is evident that the necessary hardware and software
are available for the development and implementation of the proposed system. So the system will
technically feasible. The assessment is based on an outline design of system requirements, to
determine whether the office has the technical expertise to handle the new system . The
Organization (Wolkite University) already possesses Windows products Operating System. It is evident
that the necessary hardware and software are available for the development and implementation of the
proposed system. Hence the solution is technically feasible.

1.9.3. Economic feasibility

Economic analysis is the most frequently used method for evaluating the effectiveness of a new
system. It is the first to be considered when we develop our project. The WKU economically
benefit from the system. The devices that we perform are not much costly and also the
organization initiated to use Open Source software namely MySQL Server, Php programming
language in our project development, hence there is additional cost incurred for the tools that will
be used.
1.9.4. Behavioral feasibility
Behavioral feasibility is the measure that how effective the user uses the system. The proposed
system should be easy to operate, convenient in maintenance and effective in its. So that our
system is using simple and interactive user interface and also the admin can maintain it easily by
using the given settings. Do to this reason our project is feasible.
1.9.5. Schedule feasibility
Schedule feasibility means that project can be implemented in an acceptable time frame or the
probability of a project to be completed within its scheduled time limits, by a planned due date.
So the project accomplished and delivered within the given time scope (with in a semester which
has 4 months). Since the project contains the documentation parts (SRS, Testing and
maintenance). And also the technology we used to develop the system is known and there is a

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work division in our group. Due to this reason the team will deliver based on the given time
scope.

a.1. Project plan and budget

a.1.1. Project Plan

No Tasks Duration Start date End date

1 22 days 01/12/2011 22/12/2011
Requirement Elicitation

2 22 days 23/12/2011 15/01/2012

Requirement analysis

3 20 days 16/01/2012 05/02/2012

Proposed system design

4 85 days 06/02/2012 30/06/2012

Implementation of proposed system

5 15 days 01/07/2012 15/07/2012

Testing

4 15 days 16/07/2012 30/07/2012

User manual preparation

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5 15 days 01/08/2012 15/08/2012
System technical training for users

a.1.2. Project Budget

No Materials Unit Price per unit Total birr

1 Flash disk 5 (16 GB) 250*6 1250

Project developers and Advisor

No Number of participants Day Day per price Total birr

1 5 developers 190 5*190*50 48,750

2 1 advisor 60 1*60*171 10,260

Total =60,260 Birr

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