PROJECT TITLE:AUTOMATED ACADEMIC

SCHEDULING SYSTEM FOR INJIBARA

HEALTH SCINCE AND BUSINCE COLLAGE
INJIBARA CAMPUS
 ACKNOWLEDGEMENT
Primarily we would like to thank God for helping us to accomplish
this project. Secondly, we would like to express special thanks to
our Advisor Mrs.Aycheshsupports us in all aspects of our project to
be success, and our instructors, who gave us the golden advice to
do this project, guide and helped us throughout our project. We
express our deep gratitude and appreciation to those who agreed
to participate in this project for sharing their knowledge. Last but
not the least, We would like to thank our classmates.
 ABSTRACT
The scheduling system is one of the important systems that need adequate focus

to facilitate the teaching and learning process. Currently, in Injibara Health

Science and Business College is done manually. Utterly, this manual system has

so many confinements in terms of effectiveness and efficiency. Some of these

limitations are students and lecturers do not get updated information on time,

they cannot get fast access to the schedule, there is burdensome on the

scheduler because its paper-based work so he/she has to set updated schedules

on notice boards, The resource (labor, paper) will be another raising issue so far.

The proposed system gives a solution for the defects listed above. It gets rid of

paper-based work, scheduler easily updates it hout reiterating, the system will

give notice and program plans for lecturers and students on time so it able them

to view the plan anywhere at any time, the system works 24/7 hour furthermore,

lessen the number of workers in scheduling stuff.

Key word:scheduling, updated schedules, proposed system, scheduling stuff,

prototype, online scheduling system, Security

of workers in scheduling stuff.
Key word:-scheduling, updated schedules, proposed system, scheduling stuff, prototype,
online scheduling system, Security
 ACRONYM AND DEFFINTION
AASSIHSBCIC-Automated Academic Scheduling System for
Injibara Health Science and Business College Injibara Campus
GB-Giga-Bit.
OOSAD –Object-Oriented System Analysis Design
PHP –Hypertext Preprocessor
RAM –Random Access Memory
OOA- Object-Oriented Analysis
OOD- Object-Oriented-Design
UML –Unified Modeling Language
USB – Universal Serial Bus
MS -Microsoft
PC-Personal Computer
HTML-Hypertext Markup Language
CSS-Cascading Style Sheet
CD-Compactable Disk
Hr-hour
 CHAPTER ONE
1. Introduction
Time is a free but expensive gift that everyone has but managing and programming it
wisely is another talent. [3]
Scheduling is a process of Setting an order or time for planned events. One of the many
things schools and collage have in common is the need for scheduling. People
scheduling, class schedule, events schedul,etc. However, inefficient scheduling can lead
to conflicts or double bookings, inefficient use of rooms and resources, and more. Class
schedules are planned for smooth operation purposes and a subject to change on case
to case basis.[3]
The class schedule shows the subject, time allotment, days, room utilization, instructor,
and class adviser. Both instructor and student use it for reference as classes begin.[2]
The Injibara campus scheduling system uses the manual
way of preparing to schedule which is back warded and time-consuming, however, the
Automated Academic scheduling system makes a huge difference so that students
instructors reference schedules online and department head monitor schedule easily.[2]
Online Scheduling system is a web-based application that can be used to create account
for students, used to post the Scheduling of students in online. [1]
Generally, Scheduling system of injibara health science and business college Online
Scheduling System will be used for submission of all Scheduling system. The system also
provides instructors with a flexible and user-friendly interface for posting Scheduling
system to student. The goal of this documentation is to develop computerized system
for automated Scheduling system in Injibara Health Science and business college
(IHSBC).
1.2.Background of the study
In the past, teachers typically had limited education and were expected to
function well in all subject areas. Staff at all levels taught any subject at any
time of the day. Throughout the history of school schedules,[5]
The need for flexibility and the need for teachers to work cooperatively for the
benefit of students are recurring themes. These themes impact educators'
scheduling choices.[5]
Injibara campus is the only branch of Injibara Health Science and Business
Collage. When it started, it had only One Colleges. Today injibara campus is to
create (building) a new branch. This branch is Tillie campus.[6]
Injibara campus is rapidly growing and attaining success in Educational
excellence and doing research that changes community lives.[6]
Scheduling is used in different educational areas such as colleges, and
universities (higher educational institutions), and doing this takes a lot of time
and resources (paper, labor).[6]
1.3 Background of the organization
Injibara health science and business college is located ,in Awi zone and inside
Amhara National Regional State 112 kms away from Bahirdar.Injibara health
science and business college is one of the new public college in Ethiopia
established as per the government’s higher education expansion program that
will commence in the year of 2011 (2018) with 700 regular students and 200
extension students.
The college will trying its best to continuously enhance quality of teaching and
learning process for regular and continuing education programs. Hence, the
college establishes libraries which are equipped with printed and electronic
resources.
The primary objective of Injibara health science and business college libraries is
to provide well organized information resources, services and facilities for
academic, research and other purposes to users in support of the college
mission.
1.3. Statement of the problem
Repetition of work:-

Too much paperwork: manual schedule system depends on paper-based
work done by humans who are prone to error therefore; wastage of paper
is an inevitable problem.
Wastage of time: preparing a schedule and processing it manually is
tedious and time-
consuming.
Inadequate Information distribution method: - The information
distribution method is sluggish sincethe prepared schedule didn’t reach at
right time and
was not accessible easily to the student as well as to the Instructor.
Challenging to update:-to update only one entry of the table you must
change the schedule that you print before.
Clash of class schedule: - there is a class overlapping problem.
 1.4.Objective of the project
Objective of a system is explained both in general and specific objectives as follow.

1.4.1. General Objective of the project

The general objective of this project is to develop an automated academic scheduling
system for Injibara Health Science and Business College Injibara campus.

1.4.2. Specific Objective Of the project

The specific objective of this project includes: -
To identify and investigate the current system.
To gather requirements for the system.
To design and develop the system with selected appropriate development tools and
methodologies.
To implement the system by using the chosen programming language.
To test the system for any defect.
1.5. Literature Reviewand related works
In our project, Literature Review is used as a secondary method of information gathering.
we have searched different Literature Review and related works of web-based scheduling
systems some of these are as follows
According to Bacala and Reano (2011), an online schedule system was proposed to
replace the manual searching in Cavite Maritime Institute to advance an
organizationalflow of transactions and an ease of work concerned on how the manual
searchingperforms throughout the institution’s operations. The Administrator has the
right to update, add and delete the record at the same time, tracing the constraint and
evolution of the manual system essential. An online-based schedule system also provides
the users to view their schedule system as long as the user or the student is enrolled in
the institution and also connected through .
Acording to Alasdair Watson(2014), Doodle and other online scheduling tools are about
organization and productivity especially when it comes to collaborating with others,
online scheduling tools are a great way to scheduling tools are great way to schedule
events for several people.
According to John Hop Kin’S University (2011-2012) prioritize the schedule system
resource to be used as fully efficient as possible. The scheduling system provides
equitable access to a variety of rooms, time management, and faculty information, as
well as provides the students to search for more information on their own.
According to Dr.Dibon(2010), study a report on the impact of workload on Teachers and
Students. Teachers expressed concern that a higher level of frustration and stress due to
lack of assigned time to prepare classes can negatively impact their interaction with
students.
Generally, we have got great points and ideas from the reviews that paved a way for
our project Academic Automated Scheduling System. Furthermore, we have cleared
up any ambiguity on the Significance of our project making us think about problem
scope and solution diversely.
1.6.Scope of the project
This project focuses on the current workflow of the scheduling system of
theInjibara Health Science and Business Collage Injibara campus. The scope of
this project is hence bounded to replace the manual class scheduling system
activities that are currently undertaken at Injibara campus with a more convenient
automated system that removes the obstacles stated in the statement of the
problem.
Arrange the semester and year schedules according to the annual calendar.
Record and assign all available resources like buildings, rooms, labs, instructors,
sections, etc.
Prepare and manage schedules for each specific field.

Easily search and print the schedule.

Update the prepared schedule without overlapping
 1.7. Limitation of the project
The system that we are initiated to develop can automate some
problems of the existing system. But it has the following
limitations.
 The system doesn’t provide service for disabling people such as
people that can’t visualize, are unable to hear, and the like.
 No schedule for Extra class: able students to acquire detailed
knowledge because as the formal class has a limited time as a
result the knowledge that students get from formal classes is
usually not satisfactory.
 When the schedule is prepared we don’t consider students add
and drop courses.
 No schedule for weekend and extension classes.
 1.8. Methods and Tools
Methods and tools are described in such way data source and data
collection methods ,system analysis and design method, system
implementation methods and how to use methods and development
environment and programming tools

1.8.1. Data source and data collection

methods
To accomplish the project, the system requirement will follow methods,
tools, and techniques as mentioned below. The main source of our data
is the primary source that we got from interviews and observation. In
addition, to this, we use a secondary source that is a manually prepared
scheduling system. We gather information from different departments of
the Injibara campus through direct observation and interviewing the
staff departments
Interview: we have used this method to gather information by asking
the department head and academic dean some basic questions such as
How scheduling system is going on?
During scheduling time, are there any problems? If there, what are
they?
What requirements are needed for the process?
Who is responsible for scheduling?
How have these big organizations lacked an automated scheduling
Observation: We have also used this observation method to gather
data. We have observed and understand how the schedule is done by
getting schedules from the Department head and Academic dean.

1.8.2. System Analysis and Design Methods

Among the different methodologies available, we will use the object-
oriented methodology for the development of our system. Because it
supports modularity, code reusability, easier maintenance, and design
stability.
The object-oriented design methodology has two phases
Object-Oriented Analysis (OOA)
During this phase, the team uses to model the functions of the system (use
case modeling), find and identify business objects, organize the objects and
identify the relationship between them and finally model the behavior of the
object.
Object-Oriented Design(OOD)
During this phase, the team uses to refine the use case model to reflect the
implementation environment, model object interaction and behavior that
support the use case scenario, and environments.
 1.8.3. System development methodology

The development method we are using to develop the proposed system

is the prototype model approach. Because of we will collect the
requirements from the user and prepare a prototype (sample), and get
it reviewed and approved by the user. And only when they are satisfied,
we will start working on the original projects so that there won't be any
user rejection. In the prototype testing, we will test only the look and
feel, which means the UI and frontend.
1.8.4. Development Environment and
Programming tools
To design and develop the Automated Academic Scheduling System we will use
the following tools and environments

1.8.4.1. Hardware requirement tool of the project

Personal computer(pc)
USB Flash Drive
Twisted cable for Wi-Fi connection
Programming and database tool
1.8.4.2. Software tools of the project
Windows 10 operating system.
MS PowerPoint 2010
Wamp server
notepad++
Visual paradigm for diagrams and charts.
1. PHP:-easy to use, Fast feature development, Open source
licensing, Storing user community Speed, Compatibility
2. HTML, CSS-Easy to use cascading style sheet and to for Easy to
create form.
1.9. Significance of the project
The proposed system will have the following significance
Improves Time Management.
Allows Prioritization of Tasks.
Enhances Efficiency.
Keep Track of Record.
Our system helps plan the schedule, allocate lectures, and reserve
resources.
Post announcement are sent to students and lecturers.
Schedules classes, rooms, exams, sections, courses, and lectures.
The schedule can be accessed anytime from anywhere easily.
The scheduling system has an easily adaptable and user-friendly
interface.
Makes scheduling tasks effortless.
1.10. Beneficiary of the system
The benefits of the proposed project for different bodies are listed below
For Registrar personnel

Eliminate errors and overlapping of time table.

Easily Post announcement.

Allows send annual calendar to scheduler.

Easily manages the schedulers.
For Student

View schedule easily and quickly.

Get an announcement on time.
For Instructor:

View schedule easily and quickly.

Get an announcement on time.
Department head

Can prepare a schedule of their own department of senior students according to the
annual calendar received from registrar personnel.

Can prepare and update schedule effortlessly.

Manages (add, update, delete) the instructor information and schedule by just
pressing a button.

Write an announcement for students and lectures.
Search available schedules.
Can prepare a schedule of freshman
Can prepare and update schedule effortlessly.
Manages (add, update, delete) the instructor information and schedule by just pressing
a button.
Write an announcement for freshman students and lectures.
Search available schedules.
1.11.Documents use in the existing system
The document used in the existing system is the scheduled
program document of each department that the student and
lecture view.
INJIBARA HEALTH SCIENCE
AND BUSINESS COLLEGE
DEPARTMENT OF INFORMATION TECHNOLOGY
TENTATIVE CLASS SCHEDULE
ACADEMIC YEAR: 2014 EC
CLASS YEAR: III
SEMESTER : I
Program: Regular
Table 1.1: semester Class Scheduling Form
Table 1.1: semester Class Scheduling Form

Day Morning After Afterlaun

noon ch
2:00-4:00 4:00-4:15 4:15-6:00 8:00-9:30 9:30-9:40 9:40-11:00
Monday ITec2092 ITec2092 ITec3031
LAB
Tuesday ITec3121 ITec2024 ITec3061
Wednesda ITec2024 ITec3031 ITec2092
y LAB
Thursday ITec3061 ITec3121 ITec3121
LAB
Friday ITec3031 ITec2092
 NB:-ITec2092_____>Internet programing I
ITec2024______>Computer Organization And Architecture
ITec3121______>Multimedia System
ITec3061______>System Analysis And Design
ITec3031______>Computer Maintenance And Technical Support

1.12. Feasibility study

The feasibility of the project is the criteria that the developed system has to
satisfy. It is answering to the utility and viability of the system that is going to be
developed. Any project must satisfy the following criteria to be feasible.
1.12.1. Economic Feasibility
Economic feasibility studies and compares the cost and the benefit of the
developed system for users.
From this point of view, our system is economically feasible in that it will reduce
the amount of money that we spend on resources like papers and different
materials used for scheduling.
1.12.2. Technical feasibility
Technical feasibility is checking whether the developer teams use the technical
capability to develop the proposed system. Since the system is going to be
deployed and tested, it is technically feasible.
1.12.3.Operational feasibility

This proposed system is operationally feasible because the system

operated on the intended users of the system. The proposed
system is implemented easily so that it offers high user-
friendliness by providing an attractive interface for the system
user. The Injibara campus will have an Experience sharing stage
for a better understanding of the system to make the worker
sFamiliar with the technology. So that, the system users can
themselves operate with the system effectively.

1.13. Budget plan

Budget plan comprising of time and budget schedule that the plan
considers time available and money expenditure plans accordingly
with the proposed system.
The budget allocated by group members to complete the project is
explained in two ways this are
Tangible
Intangible
1.13.1. Tangible

Table 2.Table for cost of implementation tangible way

Item Quantity Unit Cost in birr Total cost in birr

Laminating 4 10 40
Paper 1packet 300 300
Pen 3 20 60
Flash 16GB 300 300
Pc 1 20,000 20,000
Mobile card - - 300
Rewritable CD 2 30 60
Total 21,060
1.13.2. Intangible

Costs consequent from the design of an automated system that

cannot be easily considered as:
Time requires for adapting new system
Requiting or train staffs who operates the new system.
Generally, it is possible to get positive result by subtracting the
cost break down of the current system from the previous system.
Getting positive result informs the economic feasibility. Therefore,
the system is economically feasible.
 1.13.3. Overall Cost Estimations

Hardware and software Estimated cost

Hardware cost 21,060
Software cost Free (trial)
Total cost 21,060birr
1.14. Time Schedule
The schedule involves how much time is available to develop the new
system when it can be built interference with normal business
operation etc. The schedule for this project is feasible due to rich
information exchange between the college and the developing teamIn
addition; the time set to develop the system is enough to complete the
project on time. Scheduling time using Gant chart.
1.15.Team Profile
In this project, we have six (6) members where each of us has
specified work and also the project is supervised by one of our
members. The following are the types of tasks and as well as the
responsibility each of us can have.
Table 1.5 Team configuration
Table 1.5 Team configuration

Task Name Student Name Phone number

SewaleTadele 0910585834
Project manager
System analyst Asefa s isay 0914465333

Esaynesh g etahun 0920739581

Baush Werki 0931535405

System designer KeteleBazezew 0921332891

MeseretBekalu 0921007549
Programmer SewaleTadele 0910585834

Testing All team -

CHAPTER TWO
REQUIRMENT SPECIFICATION AND ANALYSIS

2.1. Introduction
The main reason for writing this system requirement specification (SRS) document
is to find out the problem of the existing system and then to propose the new
system. The major activities described in this chapter are we will make a detail
analysis of the project and there will be diagrams that will be used to depict the
overall system functionalities. These include the use case diagram, sequence
diagram, activity diagram and others. Now let us start from describing the existing
system and identify the compliant for existing system that can be solved by
proposed system

2.1.1 User Characteristics

The user of the proposed system are students, teachers, department heads,
natural and social stream, and registrar personnel.
Educational Level: Users should be comfortable with the English language.
Experience: Users should have prior information about the system.
Skills: Users should have basic knowledge and should be comfortable using
general-purpose applications on computers, especially web applications.
2.1.2. Constraints
Constraints are unexpected limitations that may occur on the project and
the risks which may impose on the project. The following can be the
constraints of our project: -
The scope may be wide for implementation.
Budget constraint: The project may require more cost than the planned
cost.
Time constraint: It can take more time.
Resource constraint: The electric power may depart.

2.1.3. Assumptions and Dependencies

Project assumptions are those things you assume to be true for your
project to be successful without any proof. In this project, we make
different kinds of assumptions these are
Resources: we assume the internet and computer will be available.
Delivery: the project will be finished on the target day with no delay.
Budget: project costs will stay the same as initially budgeted costs in
chapter 1.
Scope: the project scope will not change throughout the project.
Methodology: the project will follow prototype methodology throughout
execution.
Dependencies
To use our system, the user must have fulfilled the following criteria.
•User should have basic knowledge about using computer.
There must be an internet connection to use the system
2.2. Requirement specification
Requirement specification identifies the functionality of the software
system and focuses only on what the software system should do. This is
the most important phase of software development and should not be
omitted. In addition, we prepare system software requirements
specification document or SRS from the source of software requirement or
end-users of the prospective system. The end-users of the system expect
the following
Students and teachers expect to view the updated schedule at any time.
Scheduler expects to update the schedule at anytime from anywhere.
Registrar Personnel should expect to prepare an annual calendar at the
right time and anywhere
 2.2.1. Functional Requirements
Functional requirement points to the major functionalities that are expected to be
included in the proposed system to satisfy the objectives of the project.
Scheduler (freshman scheduler, department head) and Registrar personnel have
different roles in the system to be developed.
The system allows
The registrar personnel to:-send an annual calendar to the scheduler.
The scheduler to make schedule for instructors, course, room and different section
of classes.
The scheduler to delete instructors, course, room number, lecture hour, lab hour,
day ,start time , end time and different sections of classes.
The scheduler to update instructors, course, room number, lecture hour, lab hour,
day , time start, time end and different sections of classes.

2.2.2. Non Functional Requirements

The non-functional requirements are the functionalities of the system which do
not affect the system directly,
. Non-functional requirements of the system are listed and described below.
Performance: -The system will be well fit to perform operations without any
problem and responds in a very short period. For example, if the user wants to login,
he/she clicks on the login button after entering a user name and password the system
displays the valid message or invalid message on the page immediately.
Security and Access permission: - any users of the system have their account type so
if they want to log in you should have to enter username and password and you can
access according to the provided account type. We have secured the scheduler and
registrar personnel page by using password and username so that anyone who is
trying to access their page cannot enter to the system.
Usability: - The system is user friendly and any one can use the system with little
knowledge of computer that it is designed in such a way that easy to understand and
learn.
Availability: -The system will be available to its users with an internet connection
24/7 hours a day.
Accuracy: - The system responds to accurate schedule or information based on the
need or requests of users by fetching from the database.
2.3. System Modeling
Model is an abstraction of the real world. It allows us to deal with the
complexity current in a real-world problem by focusing on the essential
and interesting features of an application. The techniques and
associated notation used for object oriented analysis and design in
incorporated in to a standard object – oriented language called Unify
Modeling Language (UML).

2.3.1. Actor Identification

Registrar Personnel: is an actor who manages schedulers and sends
annual calendar to schedulers.
Instructor and student: can search and view schedule.
Department head: -is an actor who prepares and manage senior student
schedule according to annual calendar that sends from registrar
personnel and who manages instructors of that specific department.
Freshman scheduler:- is an actor who prepares and manage freshman
student schedule according to annual calendar that sends from registrar
personnel and who manages instructors of that specific department.
2.3.2. Use-case identification
Use cases are the set of activities or works in the systems which are
performed by responsible actor. The use cases identified in our
system are: -
Login
Manage schedule(add, update, delete schedules)
Manage building information (add, update, delete building
information)
Manage course(add, update, delete courses)
Manage instructor(add, update, delete instructors)
Manage scheduler (add, update, delete scheduler)
Send annual calendar
Search schedule
Post announcement
View announcement
View schedule
Figure2.1 Use case diagram of scheduling system

AASSIHSBC
2.4.4 Use-case Description

Table2. 1: use case description for login

Use Case Name Login

Use Case ID UC1
Brief Description User who have privilege to access the system’s functionalities
should be able to login each time he/she wants to use the
system
Actor Freshman scheduler, Department head and Registrar
personnel
Precondition The user must to be registered to user Account.
Post condition If the user is authenticated the User logged into the system
and the system displays all features available for the role
associated to the user.
Basic course of Action This use case starts when the User accesses the login in
feature of the system by selecting his privilege.

1. The system displays a login form.

2. The user enters his/her user and password

3. The user clicks login button

4. The system validates the entered information.

5. The system takes the user to his/her interface.

6. The use case ends.

Add Scheduler

Table 2.2: use case description for add secular

Use Case Name Add Scheduler

Use Case ID UC2
Brief description This use case allows for register new system scheduler.
Actor Registrar personnel
Pre-condition Registrar personnel already login into the system and load the
Add user form.
Post Condition Instructor and scheduler successfully added.
Basic Course Of Action (BCA)
This use case starts when the Scheduler accesses the system feature that enables him/her to create an account by entering
information that is saved in the User’s account.

The system displays user Account Form.

Scheduler enters the required user account information on the form.

The system verifies values entered are valid.

System saves the new account in the database after Scheduler Click the save button.

The system notifies success message.

The use case end

Alternate Flows
Title Description
3.1 User inserts Invalid User The system prompts invalid user account

Account Information system prompts user to reenter valid account

Manage Scheduler

Table 2.3use case description for manage scheduler

Use Case Name Manage Scheduler

Use Case ID UC3
Brief description This use case allows Editing, Updating, or Deleting account
information of schedulers.
Actor Registrar personnel
Pre-condition Registrar personnel already login into the system and load the
user Account page
Post Condition User account changed in the data base.
Basic Course Of Action (BCA)
This use case starts when the Registrar personnel access the system feature that enable Edit system user

Registrar personnel is able to edit, update and delete information for each user in the system by clicking on the edit/update/
delete Buttons on the form for each system users.

If he presses Edit button the system Display change account form

The Registrar personnel changes the users account information

The Registrar personnel clicks on save

The system Update the information changed to the user account or

If the Admin Press Delete Button

The system will prompt that he is really want to delete the account?

3.1 The system will Delete the user account from the system.
Add Course

Table2. 4use case description for add course

Use Case Name Add Course

Use Case ID UC4

Brief Description This Use case represents department head/freshman scheduler

add course.
Actor Scheduler(Freshman scheduler, Department head )

Precondition Scheduler already login into the system and load the Add Course
form
Post condition Course Information Saved.

Basic course of Action 1. The use case starts before scheduling is done.

2. The Scheduler has to enter the Course information.

3. When the Scheduler click on the save button.

4. The system validates the entry.

5. The system will save the information to the database.

6. The system shows successfully added message.

7. The use case is end when Scheduler clicks the ok button.

Alternate Flows

Title Description
2.5 Requirement Analysis
2.5.1 Activity Diagram
An activity diagram is essentially a flowchart, showing flow of
control from activity to activity it involves:
Modeling the sequential (and possibly concurrent) steps in a
computational process.
Modeling the flow of an object as it moves from state to state at
different points in the flow of control.
Activity diagrams emphasize the flow of control from activity to
activity.
Figure 2.2activity diagrams for login
Figure 2.3Activity diagram for add schedule
Figure 2.4Activity diagram post announcement