COMPUTERIZED EXAMINATION TIMETABLE SCHEDULING

SYSTEM

(A Case Study of Department of Computer Science Yobe State federal University Gashua)

BY

ADAMU DACHIA HUSSAINI

(U20/CPS/2004)

A PROJECT SUBMITTED TO THE DEPARTMENT OF COMPUTER

SCIENCE,

FEDERAL UNIVERSITY GASHUA, YOBE STATE

IN PARTIAL FULFILMENT OF THE REQUIREMENTS FOR THE

AWARD OF THE DEGREE OF BACHELOR OF SCIENCE (B. Sc. Hons.)
IN COMPUTER SCIENCE
DECLARATION
I, Adamu Dachia Hussaini, hereby declare that this project titled “COMPUTERIZED

EXAMINATION TIMETABLE SCHEDULING SYSTEM” has been carried out by me

Under the supervision of Mr. Abdullahi Umar Bello. It has not been presented for award of any

Degree in any institution. All sources of information are specifically acknowledged by means

of references.

…………………………….. …………………………....

Signature Date
CERTIFICATION

This project entitled COMPUTERIZED EXAMINATION TIMETABLE

SCHEDULING SYSTEM by Adamu Dachia Hussaini meets the requirements governing the

award of the degree of Bachelor of Science in Computer Science and is approved for its

contribution to knowledge and literary presentation.

--------------------------------- -------------------------

Name of Supervisor Signature/Date

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Name of HOD Signature/Date

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Name of External Examiner Signature/Date

DEDICATION
I dedicate this project work to Almighty Allah for His infinite mercies and unfailing loving
kindness throughout my period of study. I also dedicate this project to my lovely mother, who
have been my pillars of support and encouragement. Their unwavering belief in me and their
sacrifices have made this achievement possible. Words cannot express the depth of gratitude I
have for them, and I am forever indebted to their love and care. To Allah and my parents, this
work is a small token of my appreciation for everything you have done for me. Your love,
prayers, and guidance have shaped me into the person I am today, and I dedicate this project to
you with heartfelt gratitude and love. May this project and everything I do in life be a reflection
of the values and teachings you have instilled in me. With your blessings, I aim to make a
positive impact in this world and contribute to the betterment of society.

ACKNOWLEDGEMENT
I am most grateful to almighty Allah, the sole provider of knowledge, wisdom, love mercy and
grace for his protections throughout the period of the programed. I sincerely appreciate my
supervisor Mr. Abdullahi Umar Bello, my project supervisor, who offered timely criticism,
guide, and correction that led me through the various stages of this project, guidance and his
constants encouragement, inspiration and cooperation have always stimulated me to make my
work complete and intact, I appreciate my lovely sister’s haj. Rakhayyaa Hussaini Dachia.
Fatima Husaini Dachia, My sincere appreciation for their non-stoppable support, encouragement
and advice. I express my sincere thanks to all lecturers, and student of Federal university, Words
are not sufficient to express my profound sense of gratitude to my dear parents whose
encouragement and blessing gave me physically and moral strength throughout my career as well
in present investigation. I also express my deepest gratitude to my brothers and sisters for their
unfailing emotional support and encouragement during this research work. However, I assume
the complete responsibility for any error that might crept in or missions that are committed
unconsciously. Finally, I would like wind up by praying our heartfelt thanks and prayers to the
Almighty for his unbound love and grace.

ABSTRACT
This project focuses on creating a Computerized Examination Timetable Scheduling System
using Agile methodology and web technologies like HTML, CSS, JavaScript, and PHP. The
system aims to address challenges in manual examination scheduling, including venues conflicts
and the venues that are available in the department. Previous research has highlighted the
challenges faced by educational institutions in creating error-free and resource-efficient
examination timetables manually such as time-consuming, clash of venues and courses
duplication. The system is designed to enhance overall efficiency in educational institutions
through automated and optimized examination scheduling.

LIST OF FIGURES
1. Figure 3.1 System Use-Case ………………………………………………….

2. Figure 3.2 System Data-Flow ………………………………………………...

3. Figure 3.3 System Flow Chart…………………………………………………

4. Figure 3.4 System Data Flow…………………………………………………..

5. Figure 4.1 Windows ……………………………………………………………..

6. Figure 4.2 Login …………………………………………………………………

7. Figure 4.3 Add Courses …………………………………………………………

LIST OF TABLE
1. Table 3.1 Input Design …………………………………………………………

2. Table 3.2 Output Design………………………………………………………..

TABLE OF CONTENT
DECLARATION..........................................................................................................................
CERTIFICATION.......................................................................................................................
DEDICATION...............................................................................................................................
ACKNOWLEDGEMENT...........................................................................................................
ABSTRACT.................................................................................................................................
LIST OF FIGURE......................................................................................

LIST OF TABLE.........................................................................................................................
CHAPTER ONE:

INTRODUCTION........................................................................................

Background of the Study.........................................................................................................

1.2 Statement of the Problem................................................................................................

1.3 Aim and Objectives.........................................................................................................

1.4 Significance of Study......................................................................................................

1.5Scope of Study...................................................................................................................

1.6 Definition of Terms.............................................................................................................

CHAPTER TWO:

LITERATURE REVIEW............................................................................

2.1 Information System.........................................................................................................

2.1.1 History of Information Systems.............................................................................

2.1.2 Types of Information System.........................................................................................

2.1.3 Student Information Systems........................................................................................

2.2. Scheduling.......................................................................................................................

2.2.1 Classification of Scheduling..........................................................................................

2.3 Types of Scheduling Systems..........................................................................................

2.4 Timetable Scheduling............................................................................................

2.4.1 Examination Timetable...............................................................................................

2.4.2 Examination Timetable Scheduling Problem.....................................................................

2.4.2.1 Examination Timetable Scheduling with Genetic Algorithm.........................................

CHAPTER THREE:

REQUIREMENT ANALYSIS, DESIGN AND IMPLEMENTAT......................................

3.1 Introduction.................................................................................................................

3.2 Requirement Analysis of the Existing System................................................................

3.3 Proposed System Design................................................................................................

3.3.1 Input Design...........................................................................................................

3.3.2 Output Design.........................................................................................................

3.3.3 File/Database Design..............................................................................................

3.4 Documentation............................................................................................................

3.4.1 Program Documentation..........................................................................................

3.4.2 User Documentation..................................................................................................

3.5 Requirement Definition...........................................................................................

3.5.1 User Requirements......................................................................................................

3.5.2 System Requirements.............................................................................................

3.5.3 Use-case Diagram of the Syste...............................................................................

3.5.3 System Data Flow Diagram....................................................................................

3.5.4 System Flowchart..................................................................................................

3.5.5 ER Diagram..............................................................................................................
CHAPTER ONE: INTRODUCTION

1.1 Background of the Study

Education is an essential tool for individual and societal development. The examination is an

integral part of the educational system, which serves as an assessment tool for measuring

students' learning outcomes. However, the manual process of scheduling and managing

examinations can be tedious, time-consuming, and prone to errors. The use of computer

technology in education has significantly transformed teaching and learning processes. Hence,

the computerization of the examination timetable is a necessary step towards improving the

efficiency and effectiveness of the examination process.

According to Mohammed and Jafar (2015), the manual examination timetable scheduling

system is prone to errors, and it can lead to conflicts in the examination schedule, which can

affect the overall performance of the students. The manual process of generating the examination

timetable is a complex task that involves the coordination of various factors such as the

availability of exam rooms and students. Hence, there is a need to develop an automated system

that can generate an error-free examination timetable.

The use of computer technology in the examination timetable scheduling process has become

increasingly popular in recent years. According to Al-Samarraie et al. (2019), the

computerization of the examination timetable is a significant step towards reducing the workload

of examination coordinators and minimizing the risk of errors in the examination process.

Computerized examination timetable systems can generate error-free schedules, taking into

account various constraints such as the availability of exam rooms and students.
 The implementation of a computerized examination timetable system has numerous benefits.

According to Awe (2015), computerized examination timetabling systems can reduce the time

and effort required to generate an examination timetable. The use of automated scheduling tools

can save time and resources, allowing examination coordinators to focus on other essential tasks.

Furthermore, the use of a computerized examination timetable system can improve the overall

efficiency of the examination process, as it reduces the likelihood of scheduling conflicts and

errors.

The computerization of the examination timetable can also enhance the security and

confidentiality of the examination process. According to Akintola et al. (2018), computerized of

examination timetable systems can also provide real-time monitoring and tracking of the

examination process, allowing examination coordinators to identify and resolve any issues that

may arise during the examination process. In conclusion, the computerization of the examination

timetable is a necessary step towards improving the efficiency and effectiveness of the

examination process. The manual process of scheduling and managing examinations can be

tedious, time-consuming, and prone to errors. The use of computer technology in the

examination timetable scheduling process has numerous benefits, including the reduction of

workload, improvement of efficiency, and enhancement of the security and confidentiality of the

examination process.

1.2 Statement of the Problem

An improper examination timetable may result in students' poor performance as it may not let

them enough preparation between two sequential exams. In addition, there are many exams to be

scheduled, large number of students who have taken different courses, the limited number of
rooms or exam halls are available, and some constraints such as no conflict in a single student's

exams make it very difficult to schedule experimentally. The scheduling problem created by

these set of circumstances clearly poses an interesting intellectual challenge. This study explores

this challenge and proposes solution to this problem. The following are some of the challenges

encountered in the Manual Process of Exam Time Table Allocation;

1. The current manually prepared examination timetable is always error prone and takes a lot of

time to reschedule.

2. Manual system of planning and accessing this time table is stressful.

3. Actual class sizes are not captured and as such there is error in Venue Allocation.

1.3 Aim and Objectives

The primary aim of this research is to develop a robust Computerized Examination Timetable

Scheduling System that significantly reduces manual effort in the creation of examination

timetables. The following are objectives of the system:

1. To study current existing system

2. To develop Examination Scheduling Software that enables automatic generation of

examinations schedules for Department of Computer Science, federal university Gashua

3. To test and validate the system.

1.4 Significance of Study

This research work is greatly hoped to eliminate the manual way of scheduling examination

timetable in the school. It will more also eliminate stress in planning of the timetable. Students
will now write exams comfortably with good venue and much time and more also eliminate

examination clash.

1.5 Scope of Study

This project work is meant to cover examination timetable scheduling for the Department of

Computer Science, federal university Gashua. The system is web based so it will be hosted on a

server and run on a browser. For the purpose of this project, the system will be hosted on a local

host. The system has a login page which restricts access to unregistered users, an interface for the

registration of courses and classes.

1.6 Definition of Terms

1. LECTURE: A spoken lesson or exposition usually delivered to a group.

2. LECTURER: A person who gives lecture, especially a professor.

3. TIMESLOT: A conventional defined time interval in a schedule

4. TIMETABLE: A structured schedule of events with the times at which they occur especially

times of arrivals and departures.

5. SCHEDULE: A timetable or other time-based plan of events; a plan of what is to occur and at

what time.

6. DATABASE: A collection of usually organized information in a regular structure, usually but

not necessarily in a machine-readable format accessible by a computer.

CHAPTER TWO: LITERATURE REVIEW

2.1 Information System

An information system (IS) is formally structured to provide, process, store and disseminate

information in a sociotechnical organizational structure (Piccolo & Pigni, 2018). Information

systems comprise four elements: task, personnel, structure (or roles) and technology, from a

socio technological perspective. The academic analysis of the data-collecting, filtering,

analyzing, producing and distributing data systems and its associated hardware and software nets

are called information systems. Users, processors, storage, inputs, outputs, and the previously

mentioned communications networks all constitute part of the information system (Adesagba

Ololade Elizabeth, 2021). Information systems are defined as a set of components that work

together to gather, store, and process data, with the data being utilized to give information,

contribute to knowledge, and create digital products that help people make better decisions

(Joseph S.Valacich et al., 2016).

2.1.1 History of Information Systems

Information systems (IS) have only been around for five decades. Despite this, IS has done

more than any other convention in history to expand business and industry into global

marketplaces. The backbone of IS is currently known as the World Wide Web, Internet, or in the

case of a business, a Local Area Network, as well as a slew of acronym buzz words like EDI,

EIS, ERP, SCM, and a slew of others to explain new ways in which IS may be used to expand a

business. Contrary to today's communication speed, just over four decades ago, the 7 business

climate in the United States was seeing post-war expansion like it had never seen before.

(Adesagba Ololade Elizabeth, 2021) Much of the knowledge that helped the economy grow was
gained during World War II when the nation's industries were geared up to produce an effective

war machine. The field of operations Research arose as a result of this endeavor to win the war

(OR). When the war ended, those involved with OR were freed from government service,

releasing an experienced and highly trained field unlike any other in history into business and

industry, ushering the United States into a period of wealth and expansion that lasted more than

two decades. During World War II, the first functional computers, known as Turing Machines,

were created, which were responsible for deciphering German codes and providing the allies

with advanced warning of enemy operations (Elizabeth, 2021). These earliest practical

computers were not particularly practical by today's standards, costing half a million dollars and

being substantially less powerful than a pocket calculator, which can currently be purchased for

less than ten dollars. These first computers, on the other hand, provided Operations Researchers

with the ability to begin simulating larger and more complex systems, which in business and

industry substantially aids in transforming capital expenditures into successful endeavors. This

context from the early days of simulation, OR, and new technology inspired study into what

became known as Information Systems (Elizabeth, 2021).

2.1.2 Types of Information System

In the 1980s, the "traditional" image of information systems in textbooks was a pyramid of

systems that matched the organization's structure, with transaction processing systems at the

bottom, management information systems, decision support systems, and executive information

systems at the top. Although the pyramid model has remained helpful since its inception, a

number of new technologies and kinds of information systems have arisen, some of which do not

easily fit into the original pyramid model. There are different types of information systems.

Some of them are;

1. Transaction Processing Systems

A transaction includes all product and service purchases and sales, as well as any

daily business transactions or operations required to run a business. Depending

on the business and the size/scope of the organization, the quantity and types of

transactions executed varies. Typical transactions include billing clients, bank

deposits, new hire data, inventory counts, and a record of client-customer

relationship management data. All contractual, transactional, and customer

relationship data is maintained secure and accessible to all parties who require it,

thanks to a transaction processing system. It also helps with sales order entry,

payroll, shipping, sales administration, and other routine transactions that are

necessary to keep companies running efficiently. Organizations can increase the

dependability and quality of their user/customer data while reducing the risk of

human mistake by implementing a TPS (Christensen A., 2021).

2. Office Automation Systems

Office Automation Systems An office automation system is a collection of tools,

technologies, and people that enable clerical and managerial tasks to be

completed. Printing documents, shipping paperwork, mailing, maintaining a

company calendar, and providing reports are all common services handled by an

OAS. An office automation system helps to improve communication between

departments so that everyone can work together to finish a task. To ensure that all

communication data is easily available and in one centralized area, an OAS can

integrate with e-mail or word processing apps. Businesses can increase employee

communication, expedite managerial processes, and maximize knowledge

 management by implementing an office automation system (Christensen A.,

2021).

3. Knowledge Management Systems

Knowledge management system collects and organizes data to help users

improve their knowledge and collaborate more effectively to perform tasks.

Employee training materials, company policies and procedures, and replies to

client questions are all examples of documents found in a knowledge management

system. Employees, customers, management, and other stakeholders engaged with

the firm use a KMS. It guarantees that technical skills are distributed throughout

the organization while also giving graphics to assist employees in making sense of

the data they are presented with. Workers who require outside knowledge to

accomplish their duties can also use this information system to gain intuitive

access to external information. A KMS, for example, may contain competitor data

that aids a sales team member in optimizing his or her pitch to a customer. Using

a KMS can improve communication among team members and aid everyone in

meeting performance goals by sharing expertise and providing answers to key

issues (Christensen A., 2021).

4. Decision Support Systems

Decision support system analyzes data to aid managers in making decisions. It

collects and stores the data necessary for management to take the appropriate

decisions at the appropriate time. A bank manager, for example, can use a DSS to

examine changing loan trends and determine which annual loan targets to reach.

The IS is built with decision models that evaluate and synthesize enormous
 amounts of data and provide it in a visual way that is easy to understand.

Management may simply add or delete data and ask relevant questions because a

DSS is interactive. This gives mid-management the evidence they need to make

the best decisions possible to ensure the company fulfills its goals (Christensen

A., 2021).

5. Executive Support System

Executive support systems are similar to decision support systems, except they

are primarily used by executives and owners to help them make better decisions.

(Jackson, 1998) Enterprise leaders can use an expert system to obtain answers to non-routine

issues, allowing them to make decisions that improve the company's outlook and performance.

Unlike a DSS, an executive support system has superior telecommunication capabilities and

more processing power. Data on tax regulations, new competitor startups, internal compliance

issues, and other essential executive information is displayed using graphics software embedded

into an ESS. This enables leaders to keep track of internal performance, keep tabs on the

competition, and identify growth opportunities (Christensen A., 2021).

2.1.3 Student Information Systems

A student information system (SIS) is a management information system that is used in

educational institutions to manage student data. It is also known as a student management

system, school administration software, or student administration system. Student information

systems allow educational institutions to register students for classes, document grading,

transcripts of academic achievement and co-curricular activities, and the results of student

assessment scores, create student schedules, track student attendance, and manage other student-
related data requirements. Universities contain a variety of sensitive personal information,

making them potentially attractive targets for security breaches similar to those faced by retail

firms or healthcare organizations. (Gagliordi, 2014).

2.2. Scheduling

Scheduling is a method that is used to distribute valuable computing resources, usually

processor time, bandwidth and memory, to the various processes, threads, data flows and

applications that need them. Scheduling is performed to balance the load on the system, maintain

equal allocation of resources, and provide some prioritization based on predefined rules. This

assures that a computer system can service all requests while maintaining a particular level of

service quality. In a production or industrial process, scheduling is the process of organizing,

managing, and optimizing work and workloads. Plant and machinery resources are allocated,

human resources are planned, production processes are planned, and supplies are purchased

using scheduling. It's a crucial tool in manufacturing and engineering, where it can make a big

difference in a process' productivity. The goal of scheduling in manufacturing is to reduce

production time and costs by instructing a manufacturing facility when to manufacture what,

with whom, and on what equipment. The goal of production scheduling is to increase the

efficiency of the operation while lowering expenses (Adesagba Ololade Elizabeth, 2021)

2.2.1 Classification of Scheduling

Scheduling can be broadly grouped into the following categories:

1. Semi-Active scheduling a schedule is considered semi-active if no job or operation can

be completed sooner without affecting the processing order on any of the machines. By

sequencing processes, these workable schedules are completed as soon as possible. There
 is no way to start an operation without first changing the processing sequences in a semi

active schedule (Rohini & Natarajan, 2016)

2. Active Scheduling If it is not possible to design another schedule by changing the order

of processing on the machines and having at least one job/operation finish earlier and no

job/operation finish later, the schedule is called active (Nieberg, n.d).

3. This viable schedules are those in which no process begins earlier than necessary without

interruption or exceeding a precedence cap. Semi-active timetables remain in effect. In

order to safely limit search space to the collection of active programs, an optimum

technique is frequently used (Rohini & Natarajan, 2016)

4. Non-delay Scheduling this viable schedules are those that have no interruptions in the

machine's operation until it begins to function. Non-delay schedules must be active, so

they're only semi active. (Rohini & Natarajan, 2016) Job scheduling systems, parallel

machine scheduling, group job scheduling, resource constraint scheduling, timetable

scheduling, and dynamic task scheduling are all examples of scheduling systems (Rohini

& Natarajan, 2016)

2.3 Types of Scheduling Systems

Scheduling has been applied to different areas and it has proven itself as effective. Below are

some of the areas in which scheduling is utilized.

1. Project Scheduling

Project scheduling in the service industries includes consulting projects, system

installation projects, maintenance and repair projects, and so on. Annual auditing

processes, which are required by every public corporation and must be done by
 independent accounting (CPA) companies, may also be incorporated in consulting

assignments. A systems installation project could include the installation of a

major computer system for a firm or the adoption of a large ERP system; these

projects could take years to complete. Project scheduling has a wide range of

applications in management consulting, accounting and auditing, and system

deployment.

2. Workforce scheduling

Because schedules must be established in such a way that they can deal with

unpredictable and random demand, workforce scheduling is a vital aspect of many

service businesses. Nurse scheduling in hospitals, operator scheduling in call

centers, and other application areas are examples. Workforce scheduling can be

divided into two categories. The first is about shift scheduling, which is important

in call centers, and the second is about crew scheduling, which is important in the

transportation industry.

3. Timetabling, Reservations, and Appointments

In the hotel, education, and health-care industries, there are several timetabling,

reservation, and appointment scheduling challenges. These problems are

frequently mathematically linked, and similar solutions, such as integer

programming formulations and graph theoretic techniques, may be required. In

the hospitality industry, such as hotels and car rentals, interval scheduling

challenges are common, although appointment scheduling is popular in many

service industries, mostly to maximize resource use and eliminate queuing and
 timetabling is a general term for a set of scheduling issues that can be found in a

variety of fields such as education, transportation, health care, and other service

industries.

4. Transportation Scheduling

Transportation is a fundamental service that can take several forms depending on

the mode of travel. Buses, trains, airplanes, and ships are among the different

types of transportation available. Various modes of transportation have different

planning horizons, restrictions, and objectives.

2.4 Timetable Scheduling

According to Collins English Dictionary, “Timetabling can be defined as the act of scheduling

something to happen or do something at a particular time”. Timetabling is a well-known NP-

Hard combinatorial optimization issue that has yet to be solved using a deterministic solution in

polynomial time. To handle the timetabling problem, several strategies are utilized, including

manual building, search heuristics (tabu search, simulated annealing, and evolutionary

algorithms), neural networks, and graph coloring algorithms. Because most scheduling problems

have application-specific properties, it is not uncommon to apply domain-specific patterns in

conjunction with the majority of the aforementioned strategies to improve computing

performance. (Walusungu, 2014)

A school schedule is a combinatorial optimization problem that is structured as follows: Given a

set of resources (lecture rooms, laboratories, etc.), a set of student groups, and a set of teachers,

how can these three entities be organized in time such that given constraints are met while still

satisfying optimality conditions. The most complicated timetables are found in universities,
where the number of students and lecturers is high and enrolment into courses is guided by route

maps. In such cases, allocating courses and lecturers to time slots and rooms necessitates the

fulfillment of a number of potentially conflicting constraints. (Walusungu, 2014).

There are two types of constraints to consider: hard constraints and soft constraints. The former

must be met in order for the timetable to be realistic (applicable), whereas the latter can be met to

improve the timetable's consistency. Conflicts or collisions (an examination cannot take place in

more than one venue, students can only attend one examination at a time), and capacity are

examples of hard constraints (an examination must be allocated a venue with enough capacity).

Administrative requirements or individual/departmental desires are examples of soft constraints.

Examination position and timing preferences, departmental room allocation preferences, and

venue spacing are a few examples. (Walusungu, 2014).

2.4.1 Examination Timetable

The resolution of the exam timetables problem can be claimed by different areas, such as the

School Administration, Artificial Intelligence, Mathematics or Operational Research. Probably,

we must appeal the techniques of simulation imported from fields as diverse as physics or

biology, to solve the problem. The purpose of the exam timetable is scheduler exams, according

to predefined periods of time; minimizing losses teaching for the students, such as realize

examinations on the same day or on consecutive days. But here, it considers each student

individually, since the choice may depend only of the route of each school students. The

importance of the constraints, the quantity and quality of which are, stems directly from the

attempt to organize the problem. In this sense, we go classify, previously the constraints.

Classified as constraints of the first order, or rigid, those are not being met, and it makes the
scheduling illegal, calling themselves 'impossible solutions'. Other constraints, which should

obey, and which, if not met, do not make illegal the scheduling, considered being of second order

constraints, or flexible. So, we called the 'impossible solutions' the scheduling, that check the

constraints of the first order, Regardless of check, or not, the constraints of second order. This

division represents two moments in the resolution of the exam timetables problem. The first,

consisting in the search for possible solutions, in the development of heuristics to ensure that the

scheduling chosen corresponds to a possible solution. The second, consisting in finding the best

solution. The first runs in the space of all scheduling - which includes possible and impossible

solutions; the second follows, just in the space of possible solutions (Moreira, 2016).

2.4.2 Examination Timetable Scheduling Problem

Every school year, each season of exams, the various departments of an institution of education

facing the difficult task of drawing up timetables for examinations. The difficulty due to be great

complexity of the construction of timetables for exams, due the scheduling size of the

examinations and the high number of constraints and criteria of allocation, usually circumvented

with the use of heuristics little strict, based on solutions from previous years. The objective of

this work is the schedules of examinations. The main purpose is to demonstrate the possibility of

building them, automatically, using computers. The term scheduling applies to a kind of

problems that, according Wren, (1996) distribute objects, subject to certain constraints, in a

pattern of time or space, so that the costs of these are minimum. Objects may be people, vehicles,

machines, exams, etc.., constraints are the rules that govern the process of scheduling, and some

are inviolable while others take the form of principles that must be obeyed. The problem of

production of a factory described by (Moreira, 2016), the problem of traveling salesman

approached by (Wren, 1996) and the problem of school timetabling, with a solution proposed by
(Moreira, 2016), for example, can be seen in perspective problems of sequential scheduling. This

subject has received special attention of the scientific community in the last five decades. This

great interest, causes in 1995, the creation of series of conferences PATAT (Practice and Theory

of Automated Timetabling) with editions every two years [4] and the establishment of EURO

(Association of European Operational Research Societies) WATT (Working Group on

Automated Timetabling).In 2002 emerged with the support of PATAT, the International

Competition of Timetabling. In this work, the genetic algorithm is the method of solution.

2.4.2.1 Examination Timetable Scheduling with Genetic Algorithm

The genetic algorithms distinguish themselves in the field of methods of optimization and search

for the assimilation of the Darwinian paradigm of the evolution of species. The genetic

algorithms are processes of convergence (Queirós, 1995). Its structure is governed by import

laws of the theory of evolution of species and concreteness in two fundamental concepts:

selection and reproduction. The confrontation between genetic algorithms and the real problems

is promoted by the need for optimization. It follows a space of enormous dimensions, in which

each point represents a potential solution to the problem. In this maze of solutions, only a few, if

not only one, fully satisfy the list of constraints that give shape to the problem. The problems of

optimization, usually associated with the satisfaction of constraints, define a universe of

solutions, leaving the genetic algorithm to determine the overall solution, or a solution

acceptable as a limitation on the time of action of the algorithm. The genetic algorithms are

search algorithms based on mechanisms of natural selection and genetics. Usually used to solve

optimization problems, where the space of search is great and conventional methods is

inefficient.
CHAPTER THREE: REQUIREMENT ANALYSIS, DESIGN AND IMPLEMENTATION

3.1 Introduction

This chapter outlines the methodology employed in the design and implementation of the

Examination Timetable Scheduling System. It is the core blueprint that guides the entire

development process, from system design to practical realization. In this chapter, we present the

strategies, tools, and approaches that will be employed to achieve the system's objectives

effectively and efficiently.

The examination timetable scheduling system is conceived to address the complex task of

creating and managing exam schedules in educational institutions. As the system plays a pivotal

role in ensuring a fair and efficient examination process, it is imperative that the methodology

employed for its development is comprehensive and well-considered.

In this chapter, was detail the system's design, the selection of technologies and tools, user

requirements analysis, and the steps involved in its development. Furthermore, it provides

insights into the user interface design, data management, scheduling algorithms, security

measures, testing, user training, and a projected timeline for implementation. The methodology

described here will serve as a roadmap for achieving a successful implementation of the

examination timetable scheduling system.

3.2 Requirement Analysis of the Existing System

The hand operated system of examination timetable preparation in Department of Computer

Science, federal university Gashua is very monotonous and time consuming which results in

either clashing of venue, ending up with more than one examination at a time or a number of
examination venue conflicting at the same examination venue. Due to a non-automatic

perspective, absolute utilization of resources has proven ineffective. In order to deal with such

problems, a automatic system can be designed with a computer aided timetable generator. The

system will take different inputs like number of courses, maximum venues and there capacities,

number of students and priority of courses to be covered in a week, considering which, it will

create feasible examination timetables for working days of the week, making excellent

application of all resources in a way which will be best suited for the constraints. A suitable

examination timetable is then chosen from the optimal solutions generation.

3.3 Proposed System Design

The proposed Computerized Examination Timetable Scheduling System is an integrated solution

designed to revolutionize the process of scheduling examinations within educational institutions.

This system offers a sophisticated approach to efficiently manage the entire examination

timetable creation process. It will encompass a user-friendly interface to cater to the diverse

needs of administrators, professors, and students. Using advanced algorithms and automated

scheduling, the system aims to eliminate conflicts, reduce manual efforts, and enhance the

overall examination experience. It will enable the scheduling of exams, allocation of rooms, and

notification of stakeholders, ensuring that the process is streamlined and error-free. Furthermore,

the system will incorporate user roles and permissions, adhering to data security best practices,

and provide reporting and analytics features for in-depth analysis of past schedules. The

Description of Proposed System will delve into the system's core components, its architectural

design, and how it addresses the specific requirements outlined in Chapter Two, culminating in

the development of an effective tool for educational institutions to manage their examination

timetables seamlessly.
3.3.1 Input Design

This section involves the design of the input specification fields, which are normally considered

in time series prediction. MySQL was used in this project work to design the data base which is

linked with the user interface (data entry form) of the program. The information required for the

data base are: number of courses, maximum venues and there capacities, number of students and

priority of courses to be covered in a week.

Table 3.1 input design

ADD COURSES

Course Code

Course Tittle

ADD

3.2 Output Design

The output of the system i.e., the expected result from the system is designed with the end users

in mind, this displays the processed input data, which include: Date, time and venues for the

examination. Table 3.2: Output Design

Date/time Morning session (9:00am-12:00pm) Afternoon session (2:00pm_5:00pm)

courses TNRS venues Invigilator courses TNRS Venues Invigilators

Monday CPS 98 300CC Engr. Ismail CPS 100 200CC Mr. Abubakar Mohammed
Abdulmaik Bichi
20 march 2024 407 301
Mr. Abdullahi Musa
Bello

Mr.Abdulrashid
Awuza Egwa

Tuesday CPS 87 1000C Dr. Jerome mishon CPS 100 100CC Engr. Ismail Abdulmaik
C Gumpy
21 march 2024 401 307 Mr. Usman Suleiman
Mr. Abubakar Idriss
mohammed Bichi

Wednesday CPS 98 HALL Mr. Usman CPS201 67 BLOC Mr. Emmanuel Badwin
A Suleiman Idriss KA Mbaya
22 march 2024 405
Mr. Emmanuel Mr. Abubakar mohammed
Badwin Mbaya Bichi

Mr. Abubakar Engr. Ismail Abdulmaik

Karabade

Engr. Ismail
Abdulmalik

Thursday CPS 98 Block E Mr. Abdullahi Musa CPS101 120 1000CC Mr. Abubakar Karabade
Bello
1 April 2024 403 Mr. Usman Suleiman
Mr.Abdulrashid Idriss
Awuza Egwa

Friday 2 April 406 98 1000C Mr. Usman CPS104 100 HALL Mr. Uaman Abubakar
2024 C Suleiman Idriss A Mr.Abdulrashid Awuza
Eg
3.3.3 File/Database Design

This is the logical design of the file structure, which the system will use after being implemented.

In this regard, SQLite database file was used to store the systems records and data of the

program. The system database structure consists of the following fields:

3.4 Documentation

This can be explained as the step-by-step procedure that is spelt out by the program developer,

which will enable the perfect working of the program. Thus it is usually designed with the target

user in mind for maintenance and future upgrading of the system.

3.4.1 Program Documentation

This program is design PHP programming language and MySQL for the database. The program

allows the user to select option of the desired graph, which illustrates the time series data.

Further documentation on how the problem is being solved on each module is contained in the

program listing.

3.4.2 User Documentation

This serve as the manual designed to help user (layman) of the system to use the system

efficiently. this can be achieved with the following step by step instruction in the manual.

1. Open the Xampp 7 or higher version and Start MySQL and Aphach.

2. Launch the Browser and move to the search Bar and call the name of the project e.g. Local

host/Examination Timetable Scheduling.

3. Log in by using Username and Password

4. Follow the Instruction to operate the system

3.5 Requirement Definition

In the process of defining the parameters for the Computerize Examination Timetable

Scheduling System, a comprehensive array of requirements has been identified. These

requirements, categorized into functional and non-functional aspects, delineate the system's

capabilities and characteristics.

Functional Requirements:

 Login
 Log out
 Add Courses
 Add Invigilators
 Add Examination Hall/Venues
 Generate Examination Timetable

Non-Functional Requirements:

 Scalability
 Performance
 Security
 Private

3.5.1 User Requirements

User requirement of this System is:

 A user-friendly interface for seamless Login.

 The user should able to generate the examination timetable.

 The user should print the examination timetable

3.5.2 System Requirements

Software Requirements

The system necessitates specific software components to ensure seamless operation. To run the
following required:

1. Operating System: A compatible OS (e.g., Windows, Linux) for hosting the system.

2. Xampp 7 or Higher

3. MYSQL

4. Browser

Hardware Requirements

The hardware components required for the system's implementation include:

1. Computer Model: A suitable computer model with sufficient computational capabilities (HP,
DELL, ASUS and etc.).

2. Processor: A powerful processor to handle the web application computations efficiently, the
system tested with CPU of 2.30GHz.

3. Memory (RAM): Adequate RAM to support data processing and analysis. It is tested with
8GB RAM.

4. Storage: at least 500GB

5. Graphics Processing Unit (GPU): A GPU

3.5.3 Use-case Diagram of the System

A use-case diagram visually represents the interactions between actors (users or external

systems) and the system. It helps to capture the various ways users interact with the system and

the specific functionalities the system offers.

Figure. 3.1 represent use-case of the system.

 Add courses

Manage User

Add venues

Format

Generate Timetable

Figure 3.1: Use-Case Diagram

3.5.3 System Data Flow Diagram

The diagram depicts the view of data flow on the system. It shows various functions performing

by user on the system. This fig 3.2. describes the movement of data between external entities and

shows how the data is stores within the system.

 Department Id & passwords

DEPERTMENT REGISTRATION
Request fails store User data

Data store

Registration successful
LONG IN
Verification

LONGIN
Access denied SUCCESS Accepted

AUTOMATIC EXAMINATION

TIME TABLE SCHEDULE

SYSTEM

Figure. 3.2: System Data-Flow.

3.5.4 System Flowchart

Start

Long in

No

Success

Yes

Courses Venues Invigilators Generate Format

Stop

Figure. 33: Flowchart of the system

3.5.5 ER Diagram

Figure. 3.3: Flowchart of the System