ARBA MINCH UNIVERSITY

ARBA MINCH INSTITUTE OF TECHNOLOGY

FACULITY OF COMPUTING AND SOFTWARE ENGINEERING

Industrial Project Proposal On:

Web-Based Class Schedule Management System for AMIT
by:
Name ID No

Kalkidan Deresse EVAMIT/027/13

Emru Erade EAMIT/105/13

Bahiru Dikosa EVAMIT/008/13

Desalgne Demeke EVAMIT/017/13

ADVISOR: SERKALEM (MSc.)

A Senior project proposal Submitted to Department of Computer Science, Faculty

of Computing and Software Engineering, AMIT, Arba Minch University, in Partial
fulfillment for the requirement of the Degree of Bachelor Science in Computer
Science.

DEC, 2024

ARBA MINCH, ETHIOPIA

 Acknowledgments

First of all, and for most, I would like to thank almighty God for being with me all the time
and given me health, strength and uncountable gifts during this Project work and in my entire
life for His glory and His name.

I would like to express my deepest appreciation and heartfelt thanks to my advisor Mr.
Serkalem (M.Sc.) for his sustainable and appreciable guidance, advising, providing
information, skill, experience and most of all being as friend work by fine-tuning starting from
the idea of the title through until the successful completion of my thesis work

Moreover, appreciation and thanks should also be extended to AMIT Staffs, administrators for
unreserved collaboration and kindness during data collection. I’m extremely grateful to their
willingness to share their knowledge in this regard. Their contribution to this research deserves
special thanks and recognition.

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Table of contents

Acknowledgments...................................................................................................................... i
Table of contents ....................................................................................................................... ii
Acronyms ................................................................................................................................. iv
List of Tables ............................................................................................................................ v
Abstract ................................................................................................................................... vi
1.Introduction ............................................................................................................................ 1
1.1 Background of the study ................................................................................................. 1
1.2 Vision of AMU ................................................................................................................ 2
1.3 Mission AMU.................................................................................................................. 2
1.4 Team composition ........................................................................................................... 2
1.5 Statement of the problem .................................................................................................... 3
1.6 The Objectives of the Study................................................................................................ 3
1.6.1 General objectives ...................................................................................................................... 3
1.6.2 Specific Objectives ..................................................................................................................... 3
1.7 Scope of project ................................................................................................................... 4
1.7 Limitations of the project ................................................................................................. 4
1.8 Significance of the project ............................................................................................... 5
1.9 Target beneficiaries of the system ................................................................................... 5
1.10 Feasibility of project ...................................................................................................... 5
1.10.1 Economic feasibility................................................................................................................. 6
1.10.2 Behavioral/Political feasibility ............................................................................................... 7
1.10.3 Schedule feasibility.................................................................................................................. 7
1.10.4 Operational feasibility.............................................................................................................. 8
1.10.5 Technical feasibility ................................................................................................................. 8
1.10.5 Political Feasibility ................................................................................................................... 8
1.11 Methodology for the Project .......................................................................................... 8
1.11.1 Data source ................................................................................................................................ 8
1.11.2 Data Source............................................................................................................................... 9
1.12 Fact finding techniques .................................................................................................. 9

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1.12.1 Interview ................................................................................................................................... 9
1.12.2 Practical Observation .............................................................................................................. 9
1.12.3 Document Analysis.................................................................................................................. 9
1.13 Systems Analysis and Design ....................................................................................... 9
1.14 Development Tools...................................................................................................... 10
1.15 Testing procedures ...................................................................................................... 10
1.16 Implementation............................................................................................................ 11
1.17 Risk and Assumptions ................................................................................................. 11
1.18 Testing Procedures ...................................................................................................... 11

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Acronyms

AMIT----------------------------------------------------------------- Arba Minch Institute of Technology

AMU----------------------------------------------------------------- Arba Minch University.
CSMS----------------------------------------------------------------Class Schedule Management System

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List of Tables

Table 1 …………………………………………………Team composition

Table 2 ………………………………………………… Hardware costs

Table 3 ……………………………………...……………Software costs

Table 4 ……………………………………...……………Schedule of the project

Table 5 ……………………………………...…………… Hardware requirements

Table 6 ……………………………………...…………… Software requirements

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 Abstract
The manual system of preparing time table for class schedule is very time consuming and
usually ends up with various classes clashing either at same room or with same teacher having
more than one class at a same time. It is becoming a continuing problem in higher education
institution, due to the bulky nature of the task of the schedule preparation. Even the most
advanced higher education institutes in Ethiopia haven’t succeeded in automating the task of
scheduling. To overcome all these problems, we propose an automated system that accepts
various inputs like teacher name, module name, module code, credit hour, target group, block
& hall number, and lab session. By using the above inputs, it will make a possible class
schedule by making optimal utilization of resources. This projects hopes to contribute a lot to
all Ethiopian higher education institutions in general and Arba Minch institute of technology
in particularly. Our project includes background of the organization for which the project is
to be developed.

Keywords: Class Scheduling, Manual based System, Web-base.

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 1. Introduction
The world seems to be rapidly evolving towards modernization and continuously gearing up on
becoming a technology driven planet because of the changes information technology offers.
Computer infrastructures have already invaded various aspects of our lives. They have become
vital instruments in our activities. More and more establishments, institutions and organizations
both public and private, are instituting IT systems in their operations to achieve better speed,
accuracy and efficiency in the quality of their works. Obviously, the academe is one of the sectors
that if would be granted the appropriate information systems could benefit most from the
modernization brought about by the technology. And an information system that would eliminate
the tedious task of manual scheduling or time tabling of the availability of faculty, students and
classrooms is one of the greatest contribution that the Computer science could impart in institutions
specially in larger universities where there is vast amount of resources.

Class Scheduling Management System of universities is a large, complex, and time consuming
task. Along the time line of each, classroom slots must be able to be allocated to instructors and
their classes of different departments without violating any predefined rules or constraints. Class
Scheduling System is software that improves and speeds up the process of room utilization and
scheduling of classes by making it more accurate, efficient and suitable to everyone impacted by
these processes. The system has features that can provide a database for storing records and
information. It allows the end-user to add, edit, delete, save and update records or information if
some changes occur. It can generate reports such as class schedule, room schedule, instructors list,
room list and section list.

1.1 Background of the study

AMIT is the faculty in Arba Minch University containing 10 departments each department hosting
huge number of students. For each section of students, the institute performs different kinds of
operations such as scheduling classes & exam, registering students, publishing students’ grade and
so on. Class scheduling is one of these activities that require more attention. The scheduler
schedules time and classes for lecture class, laboratory class schedules without overlapping. When
this scheduling is performed it requires critical thinking and needs more time to schedule manually.
Still now there is no automated system for class scheduling. For this reason, we want to generate
an automated Class Scheduling Management System (CSMS) for institute of AMIT.

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1.2 Vision of AMU

Arba Minch University aspires to be a leading University in Ethiopia, a center of excellence in the
field of water resources in Africa and competitive in the world by 2020.

1.3 Mission AMU

Arba Minch University has a mission of offering relevant and quality education and training;
conducting demand driven research and rendering accessible community services. AMU is
mandated to:

 Establish, organize and determine the status, functions and responsibilities of academic units,
and close down any of them when appropriate;
 Design and implement undergraduate and graduate programs and short-term trainings in
accordance with the needs of the country;
 Publish and disseminate research works as well as hold discussion forums to deliberate up;
 Establish and run academic journals and newsletters;
 Upgrade the qualifications of its academic staff and enhance continuously their professional
competency;
 Contribute specially to the institutional capacity building of other public and nonprofit making
private institutions, including the upgrading of the qualifications of their academic staffs;
 Provide consultancy services to government, industries and communities;
 Organize modern library services and provide access to entitled users;
 Cooperate with the agency on education relevance and quality matters;
 Charge appropriate fees for its services when warranted;
 Carry out such other activities that accord with its objectives.

1.4 Team composition

The team of this project comprises 4 Computer science undergraduate students with experience of
doing different mini projects. The ultimate objective of the team members is to develop a reliable
and proficient Class Schedule Management System.

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 Prepared No. Name ID. No. Email/Mobile Responsibility

By 1 Kalkidan Deresse EVAMIT/027/13 Participate in all tasks

2 Emru Erade EAMIT/105/13 Participate in all tasks

3 Bahiru Dikosa EVAMIT/008/13 Participate in all tasks

4 Desalgne Demeke EVAMIT/017/13 Participate in all tasks

Date Dec 2024
Advisor Mrs. SERKALEM. (M.SC)

Table 1 Team composition

1.5 Statement of the problem

Class Scheduling is being performed currently by the manual system. It requires more effort and
time. And it is difficult to handle the schedule quickly in the manual system. The current system
consumes more time and other resources, like paper and printer color. Correlated problems such
as class and time delay during the beginning of every semester. Including these facts there are
number of problems with the existing system. Such as: -

 Difficult to identify who is assigned to which department and group.

 Clashing of instructor, room and labs etc.
 Shortage of resource (such as paper, printer color and etc.).
 Not simple to correct any conflicts and clashes in schedules.
 Require more labor force during schedule.
 Time wastage to schedule the data.

1.6 The Objectives of the Study

1.6.1 General objectives
The general objective of this project is to develop web based Class Scheduling Management
System for AMIT.
1.6.2 Specific Objectives
The following are specific objectives that this project is going to achieve.

 To analysis existing system

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  To design proposed system
 To create a data base which record the information about room, lecture, student group, and
course information.
 To develop schedule/timetable module.
 To develop update or edit class schedule module
 To view and print updated timetable.
1.7 Scope of project
The scope of this system is to develop Class Schedule management system, which can improve
the current system that is in use. In order to achieve the Objectives, due to the time constraints, the
scope of the timetable system covers the following features and functions:
An administrative Section which includes the following:
 Login
 Class scheduling.
 Edit and delete class schedule.
 View class schedule
 Manage user account.
A lecturers’ Section which includes the following: -

 View the schedule

 print the schedule
 Download the schedule
A students’ Section which includes the following: -

 View the schedule

 print the schedule
 Download the schedule
1.7 Limitations of the project
The project is limited to only AMIT. The project is not concerned about the other colleges and
schools. Below are some of the limitations that may hinder the functionalities of the system:

 Unserious collaborative work from staffs in the various departments.

 Incomplete data from data collaborators.
 Wrong data input by technical user: the system will only work with data supplied; hence
wrong data input might have to be edited manually.

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  Wrong constraints specification.
 Lack of successful algorithm to do our system
 The system will not work properly unless network connection is available at the time
 The system will not work properly unless the user device has enough balance to access
internet.

1.8 Significance of the project

The Significance of the project is listed below: -

 To make class schedule.

 To view class schedule.
 To print and download class schedule.
 To know how many rooms and labs at AMIT.
 It reduces resource expenditure of the university that exposed to prepare schedule.
 It reduces time wastage.
 It provides distributed and equal information through online for all students, lectures and for
other concerning bodies.
 It avoids data lost and it keeps data available at any time.
 It provides security for the data.
 Many tasks are automated.

1.9 Target beneficiaries of the system

Target beneficiaries of Class scheduling Management System are: -
 Student: -Student can view and print schedule in easy way.
 Lecturers: -Lecturers can also view and print and teach the student according to the schedule.
 Department: - They can view, download and print the schedule
 Institute of AMIT: - They are view, download and print the schedule

1.10 Feasibility of project

This phase is to evaluate the Class scheduling Management System to determine the difficulties to
carry out the designed task and to check whether the cost and benefits of the proposed project is
achievable from different point of view. For instance, in developing of the project, we considering
all the following points of feasibility.

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  Operational feasibility
 Technical feasibility
 Economic feasibility
 Political/Behavioral Feasibility
 schedule feasibility

1.10.1 Economic feasibility

Economic feasibility is concerned with assessing the financial benefits and the cost association
with our project to generate economic benefits. It referred to as cost benefits, analysis. At the time
of project initiation and planning, that is not possible to clarify correctively all the benefits and
cost that related to our project specifically, even if it is important aspect. Is the action taken to
determine how well, how poorly? It is commonly done on financial question. The refined cost
benefit analysis will be presented as follow. In our project, we analyzed the costs in terms of
tangible and intangible to clear out the benefits.

Table 2 Hardware costs

No Materials used Amount Price per Birr Total cost

1 HP Computer 1 20,000 20,000
2 Pen 5 15 75
3 Document print 1 100 100

4 Flash Disk 1(4 GB) 300 300

Total 20,725

Table 3 Software costs

No Materials used Price per Birr

1 Microsoft Word 2021 Free
2 Visual Studio Free

3 E-draw Free

6 Mozilla Firefox Free

7 Chrome Free
8 Android studio Free
Total 0

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1.10.2 Behavioral/Political feasibility
This includes the following questions:
 Is there sufficient support for the users?
 Will the proposed design cause harm?
The project would be beneficial because it satisfies the objectives of university when designed and
developed after completing the implementation it spreads in to all campuses. Since the user
interface is very simple and easily understandable, no training is required for using this
project. Hence the project is behaviorally feasible.

1.10.3 Schedule feasibility

Schedule feasibility is making sure whether potential time frames and completion data can be
meeting or not. The project team members discussed on it to work hardly and also estimate project
to be completed on time without any delay. For organization replacing current systems with
automated one is advisable for better performance. To replace the current system, developers (we)
should make the whole plan before starting to develop a computerized system. In order to develop
this project, we have planned all the necessary tasks. In order to accomplish time effectively and
efficiently, we used the Gant charts to schedule time in all phases of project we do. It’s important
for group teams in case of managing time to complete this project as scheduled.

Table 4 Schedule of the project

Activity Time (2024)

Feb 17
Feb 02

Feb 03

Feb 20
Jan 18
Dec 15-

Jun1-
Jan 10

20
Project Proposal

Requirement Analysis

System Design

Implementation & coding

Testing

Project defense

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1.10.4 Operational feasibility

The user should not misuse the system. To determine the operational feasibility of the system we
should take into consideration the knowledge level of the users. Initially this system is proposed to
be designed to who use mobile phone. The application is expected to be very flexible for its users.
And this is also one of the factors that make it operationally feasible.
1.10.5 Technical feasibility
Technical feasibility is assessing the organization ability to construct easy way of scheduling.
CSMS is technically feasible because it need all required hardware and software tools that are
available in the system. Almost all of accomplishments of this project are acquired by the group
member through predicated course given at AMU. Further skill required will be attained through
research and reading. E.g. Reading some information from internet and following some tutorial.

1.10.5 Political Feasibility

The project team members will build the system without violating the rules and regulations of the
governments as well as the organization. The system being built is for the sake of the productivity
of the organization and customers so that the project is legally feasible.
1.11 Methodology for the Project

1.11.1 Data source

The team chooses object oriented analysis and design approach to analyze and design the system,
based on our preliminary analysis of the old system. In our project the team will use Object
Oriented Software Development Methodology (OOSD) because it has the following advantages:

 Increase reusability: - the object oriented provides opportunities for reuse through the concepts
of inheritance, polymorphism, encapsulation and modularity.
 Increased extensibility: - when there is a need to add new feature to the system you only need
to make changes.
 Improved quality: - quality of our system must be on time and meet our exceeded the
expectation of the users of our system, improved quality comes from increased participation
of users in the system development.
 Managed complexity: -The object- oriented methods solve software complexity in this way.
Design our software the expectation that it will need to be modified and being able to respond
quickly when our environment changed.

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1.11.2 Data Source
 Registrar office of the AMIT
 scheduler of the AMIT
 Documented Files.
 Department of AMIT

1.12 Fact finding techniques

We try to collect the necessary data or information for the project from AMU staff Venders,
department head, our project Advisor and AMIT Registrar Office. There are different kinds of
methods to collect data. Among those we have used three major methods in order to gather
requirement for the project three of them. These are:

1.12.1 Interview
This was the most exhaustible method of data collection. The team used their data superior
collection skills to extract data from registrar office and department. The interviewers created a
conductive environment in which the interviewees could feel free to let out the best they could that
helped the team come up with the most effective system to fulfill their needs. Among the data
collected the following was highlighted to be of a great consideration: how they make schedule
and how they fix errors.

1.12.2 Practical Observation

The team closely observed the schedulers’ activities how they prepare current schedules. And
again we observe how the scheduler handles errors using the current system which it is a very
bulky and it requires more time. Information’s don’t reach to students, teachers, and department
on time.

1.12.3 Document Analysis

We will refer current scheduling document of Arba Minch Institute of Technology and we observe
how they make schedule and how they handle errors.

1.13 Systems Analysis and Design

In this project we used Object Oriented System Development methodology (OOSD). This has two phases.

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Object Oriented Analysis (OOA): During this phase the team used to Model the functions of the
system (use case modeling), Find and identify the business objects, Organize the objects and identify the
relationship between them and finally model the behavior of the objects.

Object Oriented Design (OOD): During this phase the team used to refine the use case model to reflect
the implementation environment, Model object interactions and behaviors that support the use case
scenario, and finally update object model to reflect the implementation environment.

1.14 Development Tools

Minimum Hardware Requirements:
Table 5 Minimum hardware requirements

Device Size/Type
Processor Intel(R) Core 2 Duo
RAM 1:00 GB
Hard Disk 4GB Available Storage
Software Requirement:

Table 6 software requirement

Activities Tools
Client side scripting JavaScript
Client side Coding HTML
Platform MS windows
Database Server MySQL
Server side Scripting PHP
Browsers Google Chrome/Mozilla Firefox
Editor Edraw Max,Notepad++
Documentation MS Word
Presentation MS PowerPoint

1.15 Testing procedures

We will perform different testing procedures for checking functionality of our proposed system.

1.15.1 Unit testing: - First we will test each unit at each system. So, if a problem is encountered
it will immediately maintain at which the problem is occurred.

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1.15.2 Integration Testing: -After we test each unit of the proposed system we will perform an
integration test to check whether the system meets all the functional requirements. When a number
of components are complete; it will test to ensure that they integrate well with each other, the
operating system, and other components.
1.15.3. System testing: -After all of the above testing are checked we will test our system by other
peoples and we will conduct some comments how they get our system.
1.16 Implementation
To implement our system, we will use different tools such as hypertext markup language (HTML)
for client side scripting, Java Script for validation, MySQL for database server, Apache for web
server, hypertext pre-processor (PHP) for server side scripting, and Notepad++ for writing codes.

1.17 Risk and Assumptions

Technical risks: These risks may result from excessive constraints, lack of experience, poorly
defined parameters, or dependencies on organizations outside the direct control of the protect team.
In order to mitigate this risk, the team will perform periodic checks on the work.
Requirement changes: since this risk leads to system poor communication resulting in
misunderstandings, quality problems and rework, the team altered participatory type of data
modeling to overcome such risks. Since, the team discusses with the scheduler when needed in
each phase, the team will handle this risk before it leads to system rework.
The project team chooses this iterative data model because:
 Building and improving the project is step by step.
 Can get the reliable user feedback.
 Less time is spent on documenting and more time is given for designing.
 Can only create a high-level design of the application before we actually begin to build.
1.18 Testing Procedures

The web based class schedule management system will be tested using the following system
testing procedures.
A. Functional Testing

Unit Testing: - Every module of the system is separately tested. i.e., the team tests every module

by applying some selection mechanism. Through this mechanism every module gets tested. If an

error occurs correction will be taken without affecting another module.

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Integration Testing: - In this testing part all the modules will be combined together and tested it
for its fitness with the each other and with the system functionality. If error occurs in combining
them, the module with problem will be identified and recombined. Both unit testing and integrated
testing is performed by all team members at the workplace.
System Testing: Here compile the whole system stating from initial and proceeds testing the
whole system checks out for errors and flow control of the system.
Acceptance Testing: Is a level of software testing where the system is tested for acceptably. The
purpose of this test is to evaluate the systems compliance with the business requirements and assess
whether it is acceptable for delivery and used to determine whether or not the system satisfies the
acceptances criteria and to enable the use, customers or other authorized entity to determine
whether or not to accept the system
B. Non-Functional Testing

 Security Testing: Is done to check how the software, application, or website is secure from
internal and/or external threats. This testing includes how much software is secure from
malicious programs, viruses and how secure & strong the authorization and
authentication processes are.
 Performance Testing: Is testing of an application’s stability and response time by
applying load.
 Usability Testing: Is testing an application from the user’s perspective to check the look and
feel and user-friendliness.
 Compatibility Testing: - Is testing the compatibility of software on different device. We
will perform different testing for checking the functionality of our proposed system.

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