Online Class and Exam Scheduilng

AKSUM UNIVERSITY
COLLEGE OF ENGINEERING AND TECHNOLOGY

DEPARTMENT OF COMPUTING TECHNOLOGY
PROGRAM OF COMPUTER SCIENCE
PROJECT TITLE
ONLINE CLASS AND EXAM SCHEDULINGE SYSTEM
FOR
AKSUM UNIVERSITY
Group members:
Name:Id NO:
Abel Teshome..................................AKUR/0882/03
G/hiwetkalayu..................................AKUR/1164/02
GirmaAbine………………………………..AKUR/0893/03
Adviser Name:
Mr.Demelash G.
Acknowledgement
Firstly and the primer we want to deep thank to our advisor Mr. Demelash G. For his
guides us to finish our documentation. We went to tanks to our college dean Mr. wolde,
department head Mr. HaylayByene, registrar office director Mr. Kirose to gives us full
information about how the current manually class and exam system will dose work. Last
but not least we would thanksto fourth year computer sciences students for their sharing
many useful ideas.
Acronyms and Abbreviation
Scheduledprepared
Customeruser
InstructorTeacher
Coursesubject
Processtask
Hardboring
Justifysolve
Serviceaccesses
AKUAksum University
PHPHyper Text Preprocessor (text editor)
HTTPHyper Text Transfer Protocol
MySQLStructured Query Language (database management system)
RADRapid Application Development
CPUCentral Processing Unit
RAMRandom Access Memory
SWOTWeaknesses, Strength, Opportunities and Threat.
HODHead of Department
CODCollege of Dean
SADMSuper Administrator
RADMRegistrar Administrator
WAMPWindows, Apache, Mysql, and PHP/Perl/Python)
ACLAccess Control List
UMLUnified Modeling Language
LEHLecher Equivalent Hour
HDDHard Disk Driver
CPCredit Point
Cr. Hr. Credit Hours
ECTS Ethiopian Credit Transfer System
Operational Definitions
Class scheduling:preparing classrooms for student and instructor in a course of
teaching in a particular subject in a list of times of departures and arrivals.
Examscheduling:preparing classrooms for exam to student and instructor in a course

of teaching in a particular subject in a list of times of departures and arrivals.
Browser: is a software application for retrieving presenting and traversing information

resources on the World Wide Web.
Windows: is a series of operating systems developed by Microsoft.
Observation: is the action or process of closely observing or monitoring something or

someone.
Interview: is a meeting of people face to face, especially for consultation.
Accuracy: is the quality or state of being correct or precise.
Enhancement: is an increase or improvement in quality, value, or extent.
Automation: is the use or introduction of automatic equipment in a manufacturing or

other process or facility.
Availability: is Present and ready for use at hand accessible.
Security: is the state of being free from danger or threat.
Reliability: is dependability: the quality of being dependable or reliable.
Usability: is the ease of use and learns ability of a human made object.
Efficiency: is the state or quality of being efficient.

Performance: is an act of presenting a play concert or other form of entertainment.
Integrity: is the quality of being honest and having strong moral principles.
Recovery: is a return to a normal state of health, mind, or strength.
Documentationis material that provides official information or evidence or that

serves as a record.
Operating Systemis the low level software that supports computer basic functions
such as scheduling tasks and controlling peripherals.
List of Figures
Figures Namepages
Figure 1. 1 Rad application…………………………………………………………………………………….8

Figure 3.1Use case diagrams of COD, HOD, instructor and student. .................................. 25
Figure 3.2Use case diagrams of SADM, RADM ...................................................................... 26
Figure 3.3 login use case sequence diagram: successful operation ................................... 47
Figure 3.4login error use case sequence diagram: error operation .................................... 47
Figure 3.5administrator register useruse case sequence diagram ...................................... 48
Figure 3.6exam schedulinguse case sequence diagram ........................................................ 48
Figure 3.7class scheduling use case sequence diagram ........................................................ 49
Figure 3.8register student use case sequence diagram ........................................................ 49
Figure 3.9register instructor use case sequence diagram .................................................... 50
Figure 3.10register course use case sequence diagram ........................................................ 50
Figure 3.11instructor and student view a schedule use case sequence diagram ............... 51
Figure 3.12super administrator change the settings use case sequence diagram ............ 51
Figure 3.13user’s mange the account use case sequence diagram ...................................... 52
Figure3.14department mange the class schedule use case sequence diagram ................. 52
Figure 3.15managing exam schedule use case sequence diagram ...................................... 53
Figure 3.16the instructor and student print a schedule use case sequence diagram ....... 53
Figure 3.17registrar administrator register classrooms use case sequence diagram ....... 54
Figure 3.18class diagram of Aku class and exam scheduling system ................................. 55
Figure 4.1 System Decomposition ........................................................................................... 58
Figure 4.2 System architecture model .................................................................................... 59
Figure 4.3deployment diagram architecture model.............................................................. 60
Figure 4.4 mapping object ........................................................................................................ 61
Figure 4.5AKU class and exam schedule system home page. .............................................. 64
Figure 4.6Aku class and exam schedule login page. ............................................................. 65
Figure 4.7AKU class and exam schedule login error page ................................................... 65
Figure 4.8AKU class and exam schedule about us page....................................................... 66
Figure 4.9AKU class and exam schedule contact us page. ................................................... 66
Figure 4.10AKU class and exam schedule class scheduling page interface ....................... 67
List of Tables
Table Name pages
Table 3.1 Log in use case description ...................................................................................... 27

Table 3.2 register registrar administrator use case description .......................................... 28
Table 3.3 manage account use case description .................................................................... 29
Table 3.4 set setting use case description ............................................................................... 30
Table 3.5 register college use case description...................................................................... 31
Table 3.6 register college dean use case description ............................................................. 32
Table 3.8 register student use case description ..................................................................... 33
Table 3.9 register classroom use case description ................................................................. 34
Table 3.10 exam scheduling use case description ................................................................ 35
Table 3.11 manage exam schedule use case description ....................................................... 36
Table 3.12 register department use case description ............................................................ 37
Table 3.13 register department head use case description ................................................... 38
Table 3.15 register instructor use case description ............................................................... 39
Table 3.17 register program use case description .................................................................. 40
Table 3.18 register course use case description ..................................................................... 41
Table 3.19 class scheduling use case description .................................................................. 42
Table 3.20 manage class scheduling use case description ................................................... 43
Table 3.22 request free schedule use case description ......................................................... 44
Table 3.23 view schedule use case description ...................................................................... 45
Table 3.24 print schedule use case description ..................................................................... 46
Table 4.1 Access Control and Security..................................................................................... 62
List of content
Content pages
1. Introduction………………………………………………………………………..…........... 1
Background …………………………………………………………….………… 1
Statement of the problem ……………………………………………………. 2
Objectives of the project ………………………………………………………. 4
General objective ………………………………………………………. 4
Specific objectives …………………………………….…….…………. 4
Purpose of the project ………………………………………………………….. 5
Scope of the project ……………………………………………………............. 6
Methodology ……………..……………………………………………................ 7
Data gathering techniques ……………………………..………....... 7
Design Methodology …………………………………….……........... 7
Implementation Methodology …………………………….……….. 8
Testing Methodology …………..…………………….……………….. 9
2. Requirement Analysis Description ……………………………………………........... 10
2.1 Overview of the existing system …….……..……………..…..…..…………… 10

Activities of the system …………..…………………..……..…..…..…… 12
Problem of Existing System …………..…………………………….…… 13
SWOT analysis …………..………………………………..……..…………… 14
Business Rule …………..…………………..………………….…………….. 15
Overview of the proposed system …………..…………………..……….………. 15
Functional Requirement …………..…………………..………….……… . 16
Non-Functional Requirement …………..………………………..……… 18
System Requirement …………..…………………..…………....………….. 20
• Constraints and Assumptions…………..…………………..…....………. 21
3 Systems Modeling …......................................................................................... 24
3.1Use case Model ……………………………………………………..…......................... 24
Actor Specification………..………..…………………..….........…………. 24
Use case Diagram ………..………..…………………..…..........………...... 25
.
Use case Description………..………..…………………..…......…………… 27
Sequence Diagram ………..………..…………………..…...................…............. 47
Class Diagram ………..………..…………………..……………….....…………………. 55
4 System Design.........................................................................................…........ 56
Design Goal ………..………..…………………..………………......……………………. 56
System Decomposition ………..………..………..……………….....….................. 57
System Architecture…………..…………………..……………….....…................... 59
Deployment Diagram …………..………………...……………….......................... 60
Persistence Data Management …………..…………..………………...………….. 61
Access Control and security …………..…………………..………………..………… 62
User Interface Design …………..…………………..……………….....……………….. 63
References …………..…………………..……………….....……………………………………. 68
Appendix …………..…………………..…………………………………....…………………….. 69
Abstract
Aksum University uses current manually class and exam scheduling system. In general
the current manually class and exam scheduling system has a problems like class
duplication, lack of security, scheduling all classrooms take lot of time, repetition of
work, space consuming, slow retrieval of data, too much paper work, inconsistency of
data. The main need of proposed class and exam scheduling system is to reduce the
above problems, it encourages the security confidence.
The aim of this project is to convert the current manually class and exam scheduling
system used by Aksum University to a computerized system. In order to convert the
manual system to computerized system. Firstly, we gather the above problems using
observation and interviewing from a persons who is responsible in scheduling class and
exam manually for Aksum University. Secondly, we are using systems requirement
(software and hardware), non-functional requirement, functional requirement, and
business rule. Thirdly, we are using UML diagram to Modeling the system. Finally, we
are using PHP programming language as frontend tool and MySQL database
management system as backend tool for implementation.
The main goal of our computerized class and exam scheduling system is to schedule
class for exam, normal classroom, tutorials classroom, laboratory classroom, workshop
classroom online.
CHAPTER ONE
• Introduction
The AKU class and exam scheduling system is done manually, means that it is not
computerized system. The class and exam scheduling was scheduled only by registrar
office, but now based on the new curriculum the registrar office scheduled only the exam
scheduling, but the number of instructor and student is send from each department
which is found in each college to the registrar office. The class scheduling is scheduled
by each college which is found under AKU. In AKU Class and exam scheduling is
scheduled each semester in a year and it is so very hard (boring) to scheduled class and
exam scheduling using human labor which means it is hard to prepare manually. Base
on the problems we described above we are starting to develop the online class and
exam scheduling system, means the computerized system. Generally class and exam
scheduling have its own advantages especially for student, to view their class and exam
schedules, for instructors, to view their class and exam scheduling and for the employee
to manage their time.
• Background
Background of the organization:-
AKU is one of the biggest higher educational institutions of Ethiopia. The establishment
of this University in Aksum is expected to contribute much to the ongoing development
of the country in general and of the region in particular. It is found in the northern part,
1035km far from Addis Ababa. Construction of the University was started in May 1997
E.C on a green field site, 4 kilometers from the center city of Aksum town. It started
accepting students from 1999 E.C with a few colleges and students. AKU manually class
and exam scheduling system is started on 1999 E.C., means that when it starts teaching
and learning process. Aksum University still prepares the class and exam scheduling
using manually system, means it is not computerized.
Background of the project:-
When you make a class and exam schedule, you must take into consideration many
requirements (number of instructors, students, classes and classrooms, size of
classroom, laboratory equipment in classroom, and many others). These requirements
can be divided into several groups by their importance.
Hard requirements (if you break one of these, then the schedule is infeasible):
• A class can be placed only in a spare classroom.
• No instructor or student group can have more than one class at a time.
• A classroom must have enough seats to accommodate all students.

• To place a class in a classroom, the classroom must have laboratory equipment
(computers, in our case) if the class requires it.
Some soft requirements (can be broken, but the schedule is still feasible):
• Preferred time of class by instructors.
• Preferred classroom by instructors.
• Distribution (in time or space) of classes for student groups or instructors.
Hard and soft requirements, of course, depend on the situation. In this example, only
hard requirements are implemented.
• Statement of the Problem

The AKU class and exam scheduling System follows manual system. Therefore the
existing problems are:-
• Class duplication: during scheduling class and exam the same class gets
repeated over and over since the workers find it hard to keep track of the
information about the classes.
• Lack of security: since current manually class and exam schedule data is stored
in filing cabinets it is freely available to anyone.
• Inconsistency of data: there will be unavailability for future use, since data
might get misplaced during manual scheduled class and exam .so data won’t be
preserved properly for future use.
• Repetition of work: if there are any changes to be made during scheduling

class and exam manually the data will have to be entered again. At times the
worker would forget to make the changes or forget that they had already altered it
and might redo it again, it’s again time consuming.
• Space consuming: since the current manually class and exam scheduling
system data, the classroom scheduled paper and the exam classroom scheduled
paper is stored in filing cabinets it consumes too much place, as the amount of
work done on paper increases the filing cabinets too increases.
• Slow retrieval of data: the information of instructors list, students list,
building list, course list, lecture classroom list, laboratory classroom list, tutorial
classroom list, and workshop classroom list is stored in a paper it takes a long
time to retrieve the data (information).
• Too much paper work: since everything and every detail like instructors list,
students list, building list, course list, lecture classroom list, laboratory classroom
list, tutorial classroom list, workshop classroom list and so on in the current class
and exam schedule are written down manually in paper there will be too much
paper work.
• Cost- time is money and employees.
• Scheduling all classrooms take lot of time.
• Besides, it is highly error prone because it is done by human not by computer and
a number of human labor is required.
• The loss of manpower (employee power), wastage of time to prepare manually

class and exam scheduling system.
• It takes a long time to find the information about a relevant person (instructors
and students) in manually class and exam scheduling system
• Objectives of the project

• General Objective
The general objective of the project is to develop web based class and exam scheduling
system for AKU.
• Specific Objectives
• To design a generate classroom schedules based on the number of students of a
particular class section.
• To develop real time Web-based class and exam scheduling System software by
using PHP programming language and MySQL database management system, by
using them at frontend tool and backend tool respectively. And to test its correct
functionality in reference to the requirement specified.
• To prepare classroom for exam, normal class, tutorials class, laboratory class,
workshop class.
• Provision of necessarily information for the availability of classrooms and exam

rooms.
• To prepare accurate classroom for exam and class that avoids from generating
time conflicts.
• To make conclusion and forward recommendation for further projects.
• To study how we can apply methods and techniques we have learnt in software
engineering course for developing quality software.
• To have problem solving skills in real world problems.
• Purpose of the project

The main purpose of our project which is online class and exam scheduling system is to
justify the problems which is found on the existing class and exam scheduling system
that we describes above. Because of the existence of the new system it changes the use of
manually system application forms to the computerized system. This System to schedule
the class it takes less than one minute. It minimized 90% cost in case of printing, papers
and other required materials for class scheduling purpose. This System can be increased
throughput or productivity, improved quality or increased predictability of quality and
improved robustness (consistency), of processes or product. This project is centered on
the design and implementation of computer software’s that handle class and exam
scheduling system for AKU. It aims at providing applications that will make the
processing of AKU very easy and reliable.
For Registrar office of Aksum University: It minimize load of work, saving time
and space complexity and the Aksum University will be beneficiary due the introduction
of this project. And it helps to registrar office to prepared exam classroom schedule.
For Student: The student gets quickly service (i.e. view their class and exam schedule)
due to web based class and exam scheduling system.
For Instructor: The instructor gets quickly service (i.e. view their class and exam
schedule) due to web based class and exam scheduling system .Yes it will be beneficiary
since the university will offer a lot document but due the introduction of this software it
reduces lot resources.
For Department head: To prepared classroom schedule quickly for non-pre-

engineering and other students.
For College dean: To prepared classroom schedule quickly for pre-engineering
students.
For Management body: To check availability of class rooms.
For Optimize class schedules in order to achieve better classroom usage:
• In addition, the space is more effectively used and the distribution of
classes may allow access to rooms that are more ideally suited to certain
types of instruction.
For improve the student experience:

• Ensure that course sections are more evenly distributed across the day and
across the week, thus making more course sections available to students
during the week this is particularly relevant in view of the increase in inter
and multi disciplinary programs.
• Students are more able to build a schedule that reflects their preferred
course enrolments since those classes do not conflict.
• Scope of the project
• The main scope of this project is to develop web-based class and exam
scheduling.
• The system is only for making class and exam schedules and exact facilitation of
classrooms with respect to the number of students per class section.
• It only provides with regards to the availability of classrooms.
• The system is scheduled the classroom on the floor to the persons who is
paraplegic, blinds and who have other problems if.
• The system is scheduled the classroom for the course have total lecture hour and
total hours for laboratory section and scheduled the classroom for tutorials class
and workshop class.
• The system will display the exam scheduled (i.e. classroom, time, instructor
name, number of the student who take the exam on that classroom, block of the
classroom) to the students as well as to the instructors.
• The system will retrieve the free classroom in a given period of time.
• The system will consider the classrooms should be nearest to the departments as
well as to the student.
• The system will include scheduling of lecture classroom, laboratory classroom,

exam classroom, and tutorial class room and workshop classroom.
• The system scope is campus wide (i.e. for the entire university for all colleges).
• Methodology of the project
• Data Gathering Techniques
In a project like developing a class and exam scheduling system, the primary task is
collecting required data and preparing it for further tasks. Accordingly, gathering of data
about the organization working procedures, rules and regulations will be done. The
project is dealing with developing a class and exam scheduling system.
Observation:
• We will observe how the manually class and exam scheduling is worked.
• We will observe for 40 minutes, how they work class and exam scheduling.
• We will see how the class and exam scheduler performs their daily task.
• We will study the rule and regulation of class and exam scheduling system.
Interview method was chosen for the following reasons:
• To know the tasks performed in the class scheduling system.
• To know all problems exist in the Manual class and exam system.
• To deal with the limitation of the current manual class and exam scheduling
system.
• Collection of relevant information needed to develop the system.
• Design Methodology
The reason why we will use RAD development models in our class and exam scheduling
system software development is to structure, control and plan the process of
information system. For software development model we select Rapid Application
Development (RAD) since it is component based construction which is best suited for
our project and it requires short development cycle.
Figure .1 Rapid Application Developments
• Implementation Methodology
Software:
To implementation (developing) this project we will used PHP for front end
(developing Graphic user interface). Because PHP works great with html, interactive
features and easy to learn and My SQL for back end (for database). My SQL is good
scalability and flexibility, high performance, high availability, robust transactional
support, web and data warehouse strengths, strong data Protection, comprehensive
application development, management ease, open source and lowest total cost of
ownership.
Hard ware:
Intel Pentium 4 processor, 3.4 GHZ CPU, 4 GB of RAM and 80GB+ HDD.
• Testing Methodology
1. Unit testing:To conduct test in this method we select sample code (one function or
module) and run it separately to look its correct functionality. For example we can take
module that calculates taxes according to given range and checking it manually.
2. Integration tasting:The different modules developed and tested in the previous

phase are integrated and then tested in this phase. The integration and testing may be
done step-by-step in which some modules will first be integrated and tested, and when
successful, more modules will be added. Another way is to put all-modules together and
then test the whole class and exam scheduling system.
3. System Testing:Testing conducted on a complete, integrated system to evaluate the

class and exam scheduling system performance with its specified requirements. System
Testing falls within the scope of black box testing and should require no knowledge of
the inner design of the code or logic. Series of reliability and functionality tests designed
to find software engineering errors.
• Alpha Testing:Testing using correct input and sees for any failures. If failure
occurs find and correct the bug.
• Beta Testing:In this testing method, team will force the system to be tested for
incorrect data input. The System will be tested by the customer. If any failures
occurred while testing the system in all the above testing methods, the team will
take immediate correction beginning where this fault occurred before jumping to
next work so that it will meet the goal. If all the above testing methods are carried
out and find to be valid the System will directly deploy.
CHAPTER TWO
• Requirement analysis description
As we know, now a day AKU uses a manual class and exam scheduling system for
generate a class and exam schedule. Generally for use this system some advantage and
disadvantage is there. For optimize the disadvantage of the manual class and exam
scheduling system needs computerized class and exam scheduling system. But before
use this system needs hardware and software requirements.
• Overview of the existing system

Process for class scheduling:-
Firstly, the registrar office sees how many classes are available for classroom in each
block which is found in. Then the registrar office will distribute the classes which is
available only for classroom i.e. classroom for lecture, laboratory, workshops and
tutorial to each college which is found under AKU. Then each colleges will distribute the
classroom for each department which is found under the college depends on how many
students are available for learning in the semester under the department, depends on
how many course will takes the student on the semester, depends how many contact
hour the instructors they have in the semester with their student, depends on how
many laboratory classrooms, workshop classroom and tutorial classroom are needed by
the department but it differs from one department to other department because some
department they may not be needed laboratory classroom, workshops classroom which
is like department of Mathematics, Geography. History, Civic and so on.
Secondly, each department head will accept the classroom as their needed from each
college. Then the department head will schedule the classroom based on how many class
sections are available under the department, how on many course will take by the
student in each semester, how many contact hour the instructor they have with their
student on each semester and how many laboratory classrooms are needed, how many
tutorial classrooms are needed, how many workshop classroom are needed by the
department and depend how many classroom it gives from the college, the department
head will schedule the classroom in each semester in a year. But in first semester of each
year the classroom scheduled for pre-engineering student which is found under college
of engineering and technology is prepared by the college dean of engineering and
Technology College, but in second semester for the first year students their classroom
schedule will be scheduled by the department head of each department because the
student will distributed to each department which is found under engineering based on
their grade. Bothe the college dean and the department head will prepare the class
schedule on paper because currently they prepares manually.
Finally, the schedule is posted on the wall to the student and sometimes one copy of the
scheduled paper will gave by the department head to the representative student of each
class. Then the student will view their scheduling in each semester in each year. The
department head also gives the copy scheduled paper to the instructors which are found
under each department therefore the instructors can view their scheduled classes.
Process for exam scheduling:-
The exam schedule is prepared by the registrar office only, but the number of instructors
which is found under each program that found in each department is accepted from
each department head. The number of student list, curse list and the classrooms are
already known by the registrar office. Then the registrar office will schedule the
classrooms for exam. But before schedule the classroom for exam the student will
distribute to each classroom for maximum 30 students in order to protect cheating.
After the classroom is scheduled for exam by the registrar office the exam schedule
paper will post on the vacancy box to the students and the registrar office will distribute
the exam scheduled paper to each department. Then department head will distribute the
exam schedule paper for the instructors which are found under the department. Then
the instructor can view their exam schedule.
Time taken to preparer class and exam scheduling:-
As we explained above Aksum University currently uses manually class and exam
scheduling system. But to prepare this schedule it is so hard (boring) because it so too
much complex to prepare class as well as exam by human in each semester in a year. As
we gather the information it takes from one mon+th to two menthe to prepare schedule
paper for each class and exam schedule.
• Activities of the system

In the current manual class scheduling system the following activates are
done:-
• The college dean will sent a request to registrar office to retrieve student list and
course information list. But the instructor list is already known by the
department head.
• The college dean will send a request to business assurance to retrieve buildings
list.
• The college dean will distributed classroom to the department head.
• The department head will arrange the section for student by programs and years.
• A department head will send a request to other department head if it has a course
which is offered from the other department.
• The classroom schedule for pre-engineering is prepared by college dean.
• The classroom schedule for non-pre-engineering and other students is prepared

by department head.
• If mistake is occurred for pre-engineering student in class scheduling it corrected

by college dean. If mistake is occur for non-pre-engineering and other students in
class scheduling it corrected by department head.
• After arranged the schedule the department can be print a schedule for all section
and the student and the instructors can view the schedule.
In the current manual exam scheduling system the following activates are
done:-
• The registrar office will send request to the department head for retrieve
instructor list. But the building list and course list is already known by the
registrar office.
• The registrar office will prepare the exam schedule. Then it distributes the exam
scheduled paper to the student by posting on the vacancy box and distributed the
exam scheduled paper to the instructors through the department head. Then the
students as well as the instructors can view their exam scheduling.
• If mistake is occurred for all students in scheduling exam classrooms it will

corrected by the registrar office.
• Problem of Existing System

Written class and exam scheduled on paper can be exposed to less transparency with the
customer (i.e. instructors and students).The manually-based class and exam scheduled
is not too much satisfactory for students and instructors indeed. Slow service is given for
instructors and students because of the class and exam scheduling system is currently
manual. The data base may not be flexible being static one; it becomes hard to search
(retrieve) certain things. The class and exam schedule is posted on the wall as well as on
the vacancy box so it may be detached by a student and many student may didn’t get the
information about the schedule so that is a big problem. The student will conflict to get
the class and exam schedule information because it posted on the wall as well as on the
vacancy box. It is so boring (hard) to prepared class and exam scheduling manually. It
takes so may time and storage space to prepared class and exam scheduling manually.
There is a problem on class and exam scheduling it may have two courses on the same
time as the same classroom. The information of classroom, exam, instructors and
students are stored in paper. This makes difficult to searching, updating and searching
their information. The cost spent for stationary materials such as paper and printer is
high during preparing the class and exam schedule. The student will lose their time to
view their class and exam schedule.
The cost spent for stationary materials is high, for manual works the paper and storage
area for keeping record is relatively larger. By using paper to more sensible information
to make hard copies to be confidential, and to processes that cannot automated by the
new system we can reduce cost spent for stationary materials.
The most important thing and that cannot be replaced by money or effort is time. The
proper utilization of time is the key to be efficient in our work. The current manual class
and exam scheduling system consumes lots of time compared to the new system. By
automating the existing system to computerized system will reduce the time to process
each and every task that can be automated.
• SWOT analysis
The current manually class and exam scheduled system has its own weaknesses
strength, Opportunities and threat.
The Weakness on the existing System:-
Accuracy:The existing class and exam scheduled system mostly characterized by prone
to error. The probability of making error in current system is high. Since there is no way
of validating inputs, data entry errors cannot be easily detected.
Time: A time required to find a specific scheduled file from vast collection of files is
time taking task. Error finding is also time consuming task.
Storage Area: Space required to accommodate paper scheduled file is relatively larger.
Difficulty in use of materials:Require more wastage of resources like paper,

printers, photo copy and other stationary material.
Weak class and exam scheduled use, Manual writing class and exam scheduled (on
paper),The schedule is posted on the wall so it may detach, static kind of database (i.e.
which is not easy to improve) and low speed on customer (student &instructor) service
those are also the weakness of the current manually class and exam scheduling system.
Strength on the existing System:-
The main strength of current manually class and exam scheduling system is when there
is no power or network connection on Aksum University the student as well as the
instructor can view their schedule without need of power and network connection.
Opportunities on the existing system:-
The main opportunities of the current manually class and exam scheduling is for the
persons who has no works means that because of it is hard to work it may need more
workers to do this system.
Threats on the existing system:-
Threats for current manually class and exam scheduling system are human or natural
disasters like fire, rain, theft or if the scheduled data paper is lost, it is hard to find the
information of scheduled data or information.
• Business Rule
Every user of the system must have an account for accessing the system, even the
administrator itself to increase the security of the system. Instructors and students have
not permission to delete and update their profile only delete and update by
administrator. The classroom will scheduled on the floor (ground) to the persons who is
paraplegic, blinds and who have other problems if. The schedule is considered the
classrooms should be nearest to the instructor as well as to the student.
AKU offering some service to instructors and students to see the schedule without any
payment. If any error occurred in exam scheduling it will update by registrar office. If
any error occurred in classroom scheduling for pre-engineering student it will be
updated by college dean and if error is occurred during classroom scheduling for non-
pre-engineering and other students it will be updated by department head in each
semester on a year.
• Overview of the proposed system

In our proposed class and exam schedule system the Super administrator will register
registrar administrator, manage account of registrar administrator and set setting. And
the Registrar administrator will register college, register college dean, manage account
of college dean, register student, register classroom, schedule exam and manage
schedule exam. After that the
College dean will register department, register department head and manage account of
department head. Then the Department head will register instructor, manage account of
instructor and register course, schedule class and manage scheduled class. And the Web
master will post web page and generate schedule file to the AKU server. At the last the
Instructor will send a request to get free schedule, view schedule, and print schedule.
And the Student will view schedule and print schedule.
The proposed class and exam scheduling system will eliminate most of the problems
and limitation of the existing class and exam scheduling system by enhancing the
following features:
Enhancement:The main objective of this proposed class and exam scheduling System
is to enhance and upgrade the existing class and exam scheduling system by increasing
its efficiency and effectiveness. The software improves the working methods by
replacing the existing manual class and exam scheduling system with the computer-
based class and exam scheduling system.
Automation: This proposed class and exam scheduling System automates each and
every activity of the manual class and exam scheduling system and increases its
throughput. Thus the response time of the new proposed class and exam scheduling
system is very less and it works very fast.
Accuracy:The new proposed class and exam scheduling System provides the uses a
quick response with very accurate information. Any details or system in an accurate
manner, as and when required.
User-Friendly:The new proposed class and exam scheduling System has a very user-
friendly interface. Thus the users will feel very easy to work on it. The software provides
accuracy along with a pleasant interface, making the present manual class and exam
scheduling system more interactive, speedy and user friendly.
Availability:Information can be retrieved as when required according to access

permissions associated with the user. Thus, there is no delay in the availability of any
information, whatever needed, can be captured very quickly and easily.
• Functional Requirement
The functional requirement of this proposed class and exam scheduling system should
be described irrespective of its implementation and must be described in natural
language. It points the major functionalities that expected to be included in the
proposed system to satisfy the objectives of the project.
From functionality point of view the proposed system is expected to have the following
functionalities:-
1. The AKU class scheduling system shall provide a means for entering and storing:
A. college information
B. department information
C. student and instructor information
D. class information
E. building information
F. Classroom information
2. The AKU class and exam schedule shall schedule the classes and exams into
classrooms.
3. The AKU class and exam schedule shall take into consideration for generating the
schedule the following Parameters:
Classroom size, classroom type, student disability status, and distance from the
department. These Parameters shall be selected by the user from a list of pre-defined
values.
4. The AKU class and exam schedule shall save the schedule in a format that can be
used to generate a University Semester Catalog that is readable by humans.
5. The AKU class and exam schedule shall notify the user if no valid schedule can be
generated and shall indicated the causes that prevent the generation of a valid schedule.
6. The AKU class schedule shall write the schedule containing class and classroom
information to a file that can be read by supplied web pages so that these can be posted
onto the university web server.
7.The system shall manage class and exam schedule conflicts.
8.The system shall generate different statistical reports that are very important for
decision.
10. Configuration: the software will be developed with default settings or with no initial
settings. It is possible it to customize the software according need when installing or
after installing the software.
11.Adding users: adding users to the system is responsibility if system administrator. A
system administrator account will be created when the system is designed. He/she log in
to the system with default password provided when the system and designed. After
he/she logged in to the system, the first task is to secure the administrative account by
changing the default password with new password. After accomplishing this task he/she
adds users to the system with default password which will be changed after first
successful login by users.
12. Updating, Modifying, Deleting information: the system allows updating, modifying
and even deleting the existing information by the administrator.
13.The system should create and manage accounts of user.
14.The system should register students, Instructors, Classes, class periods, class rooms,
laboratory classroom, tutorial classroom and workshop classroom.
• Non-Functional Requirement
Non-functional requirement describes the necessities of the computerized class and
exam scheduling system that are not directly related to the functionalities of the new
system and any constraints that may limit the boundaries of the proposed system. In
short non-functional requirement is all about system attributes such as security,
reliability, usability, integrity and so on.
Security:Security is major problem now a day. People’s knowledge and ability to

bypass security measures is also one constraint to build more secured systems. Besides
the usual authorization and authentication such as username and passwords we need to
consider additional security procedures by limiting access to network equipment and
physical access to computers. The new class and exam scheduling system considers
these security risks.
Reliability:Automating (computerized) the existing system, will increase the reliability

of the system by removing commonly made errors and feeding correct inputs for
processes. The new class and exam scheduling system is error tolerant, when there is
Incorrect data entry, the system identifies the error and displays appropriate error
message to correct that error.
Usability:The new class and exam scheduling system is simple to understand, easy to
use and user friendly. This system is designed to work with English language and
available six days in week and 8 hours a day. It also provides user manuals and help
contents how to use the product.
Efficiency:The new system processes the same process in manual system efficiently in
terms of space and time. Accommodating vast amount of information on single
computer and processing class and exam schedule in fraction of seconds.
Economy:The new system highly minimizes cost spent for stationary materials, space
for keeping employee records and human labor. By automating paper works to
computerized system reduces expense for paper and printer tonners.
Performance:With the new system the response time for loading and processing a
task is very fast and triggered by a single click.
Integrity: the new system will handle interface failures, referential integrity in
database and compression and decompression standards.
Recovery: the new system allows administrator to take regular backups based number
of transactions. If there are many transactions it is recommended to take backup every
day. If the numbers of transactions are limited it is possible to take every week. We need
to consider storing space and number of transactions to take backup. When there is a
failure, administrator is allowed to restore the most recent backup.
Documentation: the new system provides required full documentation, help contents
and tips to allow further maintainability, to support and guide users how to use the new
system.
Maintainability:Contains required full documentation which is useful in maintenance

after the product is released. It is developed in conformance to coding standards. By
referring documentation how the product is developed, it is easy to maintain the
software.
• Systems Requirement
Hardware Requirement:-
For Server Computer: for installing the new system.
Minimum Hardware requirement:
• Intel Pentium 4 processor, 3.4 GHz CPU , 4 GB of RAM and 80GB+ HDD
For best performance Hardware requirement:
• Intel core i3 processor, 3.0 GHz CPU, 6 or 8 GB of RAM and 250GB+

HDD
For Client Computer: - for installing the new system.
Minimum Hardware requirement:
• Intel Pentium 4 processer, 1.6 GHz CPU, 512 MB of RAM and 40GB+
HDD
For best performance Hardware requirement:
• Intel Pentium 4 processer, 3.0 GHz CPU, 2 GB of RAM and 80GB+ HDD
Switch: already available.
CAT 5 UTP Networking Cable: already available.
Printer: shared printer or a brand new one, if available.
Software Requirement:-
The software requirements for installing this system requires:-
• Operating System:
• For Server Computer: Microsoft Windows Server 2003 or higher versions
• For client Computer: Any operating system.(Recommended Windows family )

• XAMP Server:XAMP (Windows, Apache, MySQL, and PHP/Perl/Python) or
separate PHP for windows higher version and MySQL Community Server version
5.6 or higher.
• Browser: for client computer
Mozilla Firefox version 20 or higher, Chrome any, Opera version 9 or higher,

internet explorer higher version.
• Application Software: for both server and client computer
• Microsoft Office Word 2007 or higher: for writing, formatting and adding
digital signatures to letters.
• Constraints and Assumption

Assumption:-
In order to use this automated class and exam scheduling system, every user must have
basic skill to use computer and some knowledge on how to use or serf internet and
networks to do some task. To access the automated class and exam scheduling system in
Aksum University should have full network access and fast.
Class Sizes per Section
• Lecture for undergraduate program except for Language........80 students
• Language courses …………………………..…......…40-60 students
• Laboratory/Field sessions……………………………….........30 - 40 students
• Tutorial and seminar classes except for language courses..40-60 students
• For clinical attachment ………………………………….… 15 students
• Lecture for graduate program…………………….………. 25 students
Teaching Load
A full teaching load in the regular program for the different categories of Academic Staff
is recommended to be as follows:
• Full-time Academic Staff ……………………………………………………….. 12 LEHs
• University Approved Project Coordinators/equivalent………….……..9 LEHs
• HOD/Coordinators at Academic unit level/or equivalent……………..6 LEHs
• Deans, Directors and Coordinators at university level/equivalent...5 LEHs
• Campus heads /equivalent………….....................................................4LEHs
• Research staff …………………………………………………..……………………..3 LEHs
• The Vice-Presidents may be required to teach maximum load …….3 LEHs
• President…...……………………………………………………………………………0 LEHs
Measurement Unit for Teaching Load
• The teaching load of an Academic Staff shall be expressed in terms of Lecture

Equivalent Hours (LEHs). A Lecture Equivalent Hour is normally 1 credit
hour, and a credit hour requires 3 hours of workload.
• A course having only lecture hours in ECTS curriculum structure is in a straight
line identical to conventional credit hour system by rejecting home study hours
billed in ECTS. Therefore, for such courses:
Credit Point (CP) in ECTS = Conventional Credit Hours (Cr. Hr.) = Lecture
contact hours.
• A course that has lecture and tutorial hours in ECTS equals to conventional
credit hours system, dividing tutorial hours by 1/3 and adding the dividend
hours of tutorial to lecture hours of ECTS. Therefore, for such courses:
Credit hours (Cr. Hr.) in conventional system = a + (b*1/3)
Where a= lecture hours in ECTS, b= tutorial hours in ECTS
• A course that has lecture, tutorial and laboratory/practice hours in ECTS equals
to conventional credit hours system, dividing each hour specified in tutorial and
laboratory/practice by three and adding the dividends to lecture hours of ECTS.
Therefore:
Credit Hours (Cr. Hr.) in conventional system = a+ [(b*1/3) +(c*1/3)]
Where c= laboratory/practical hours in ECTS
Note: The total credit hours of a course= a+ [(b*1/3) +(c*1/3)]
• For the purpose of computing staff load, course credits, lab/tutorials, senior
project/essay or thesis advising etc. are expressed in terms of LEHs according to
the following category:
• One undergraduate course credit ……… ………………..……. … = 1.0 LEH
• One graduate course credit ………………………………………….. = 1.5 LEH
• One hour Lab/Practical/ or Tutorial session………………… =0.33 LEH
• One undergraduate student senior Project/essay advising... =0. 20 LEH
• Undergraduate senior Project/essay group advising………. = 0.33 LEH
• One PhD student Dissertation advising ……………………....… = 2.0 LEH
• One PhD student Dissertation Co-advising ………………….… = 1.5 LEH
• One Master’s Thesis advising ………….…………………….……... = 1.5 LEH
• Co-advisory for one Master’s Thesis………………………………. = 1.0 LEH
• Advising one medicine or veterinary student……………........ =0.5 LEH
Exam Class Sizes per Section
• Divide Number of students in section…......…........... 10-30 students.
• For normal classrooms …………………………..…...…….. 30-50students.
• For LTH classrooms…………………………………………… 40-80students.
Constraints:-
Our proposed class and exam scheduling system can’t handle if the power is lost during
theuser register to the system, managing in the system, sent request to the system, view
schedule form the system,print their schedule from the system and during scheduling
the class and exam. The instructor and student can’t print their schedule if the printer is
broken or fail. And if there are no enough classrooms per all contact hour and number of
section, difficult to generate the class and exam schedule.
CHAPTER THREE
• System Modeling
System modeling helps the analyst to understand the functionality of class and exam
scheduling system. Modeling is used to communicate class and exam scheduling with
the customers (i.e. instructors and students).
• Use Case Model

As part of the modeling process, the functionality of the AKU class and exam schedule
system has been defined using use cases model. It shows as a specification of sequences
of actions, including variant sequences and error sequences, that a system, subsystem,
or class can perform by interacting with outside actors (i.e. super administrator,
registrar administrator, college dean, department head, web master, instructor and
student).
• Actor Specification
The table below describes about the actors who participate in class and exam scheduling
and their descriptions.
Super administrator:Super administrator will register registrar administrator,
manage account of registrar administrator and set setting.
Registrar Administrator:Registrar administrator will register college, register
college dean, manage account of college dean, register student, register classroom,
schedule exam and manage schedule exam.
College dean:College dean will register department, register department head and
manage account of department head.
Department Head:Department head will register instructor, manage account of
instructor and register course, register program schedule class and manage scheduled
class.
Instructor:Instructor will send a request to get free schedule, view schedule, and print
schedule.==
Student:Student will view schedule and print schedule.
• Use Case diagram
The figure below show as the interaction between the actors (i.e. college dean,
department head, instructor and student) and the use cases, which is found in our
proposed class and exam scheduling system software.
Figure 3.1Use case diagrams of COD, HOD, instructor and student.
The figure below show as the interaction between the actors (super
administratorandregistrar administrator) and the use cases, which is found in our
proposed class and exam scheduling system software.
Figure 3.2Use case diagrams of SADM, RADM
• Use case Description
The table below describes the login use case description with their participating actors,
description, enter precondition, flow of event and post condition.
Table 3.1 Log in use case description

Use Case Name Login
Participating super administrator, registrar administrator, college dean,
Actor department head, web master, instructor and student
Description 1. The super administrator will register registrar administrator,

manage account of registrar administrator and set setting after
login the system using user name and password.
2. The Registrar administrator will register college, register
college dean, manage account of college dean, register student,
register classroom, schedule exam and manage schedule exam
after login the system using user name and password.
3. The College dean will register department, register
department head and manage account of department head after
login the system using user name and password.
4. The Department head will register instructor, manage account
of instructor and register course, register program, schedule
class and manage scheduled class after login the system using
user name and password.
5. Instructor will send a request to get free schedule, view
schedule, and print schedule after login the system using user
name and password.
6. Student will view schedule and print schedule after login the
system using user name and password.
precondition The user must have user name and password.

Flow of Events Actor action System response
A. The actor is in the home B. Display login page it
page contains
C. Enter user name and a) User Name
password click on log in b) Password
D. Display privileged page.
E. Use case end.
Post conditions If the enter information is correct thenthe actors will get full
access
Otherwise the appropriate message (you inserting un known
username or password) will display.
The table below describes the register registrar administrator use case description with
their participating actors, description, enter precondition, flow of event and post
condition.
Table 3.2 register registrar administrator use case description
Use Case Name register registrar administrator

Participating Actor super administrator
Description The super administrator will register the registrar
administrator, which is the director of registrar office within a
given form.
Precondition The Super administrator must be interring using login and the
registrar administrator list must contain (id, Fname, Lname sex,
DOB, salary, phone number, email account and status).
A. the Super administrator click B.the system Displays
register registrar administrator registrar administrator
Button from the dashboard. form contains (id, name,
C. The Super administrator click address, age, sex, salary,
Browse file button to fill enrollment, status).
The registrar administrator D. The system display
form. successfully register
message.
Post conditions The registrar administrator will register successfully if the enter
information is correct. Otherwise the appropriate message (The
registrar administrators not registered) will display.
The table below describes the manage account use case description with their
participating actors, description, enter precondition, flow of event and post condition.
Table 3.3 manage account use case description
Use Case Name Manage account

Participating Actor Super administrator, registrar administrator, college of Dean,
Head of department.
Description These administrators can delete, update, insert registrar
administrator file at any time.
Precondition The administrators must be interring through login and the
administrator account must active.
A. the administrator click B.the system Displaysregistrar
manage account tab from the administrator form contains
dashboard. (id, name, address, age, sex,
C.the administrator salary and status).
canchoice the deleting, D. The system displays the
updating or inserting sub files which contain deleting,
tabs. updating or inserting form.
E. The administrator will F. The system display
change the account settings successfully deletes, update or
and click save or update insertmessage.
button.
Post conditions The deleted, updated or inserted account will register

successfully if the enter information is correct and the account
information will be saved successfully, if administrator fill form
correctly. Otherwise the appropriate message (The account of
registrar administrator is not deleted, updated or inserted) will
display.
The table below describes the set setting use case description with their participating
actors, description, enter precondition, flow of event and post condition.
Table 3.4 set setting use case description
Use Case Name set setting

Participating Actor super administrator
Description The overall setting is defined by user but it contains default
attributes. These attributes can be class size per section, total
exam tested pre section, and number of student in class will be
contained.
Precondition The user must be login first
• The user click settings • Display setting form
tab
• The user can change • The information will be
sating change and display
And click save button saved message
Post conditions The information will be change and display saved response
message when user is save and changed the settings.
The table below describes the register college use case description with their
Table 3.5register college use case description
Use Case Name register college

Participating Actor Registrar administrator
Description The Registrar administrator will register the college, which is
found under AKU.
Precondition The Registrar administrator must be interring through login
and the college list must contain (id, name, address, location).
A. the Registraradministrator B.System display college
click register college button form that contains (id, name,
from the dashboard. address, location, building
C. The Registraradministrator number).
click browse file button to D. The system display
submit the filled college form successfully register
or fill individually. message.
Post conditions The college will register successfully if the enter information is
correct. Otherwise the appropriate message (The college is not
registered) will display.
The table below describes the register college dean use case description with their
Table 3.6 register college dean use case description
Use Case Name register college dean

Description The Registrar administrator will register the college dean,
which is found under each college.
and the college dean list must contain (id, Fname, Lname sex,
DOB, salary, phone number, email account and status).
A. the Registrar administrator B. The system Display college
click register college dean tab. dean form that contains (id,
C. The Registrar administrator Fname, Lname sex, DOB,
click browse file button to salary, phone number, email
submit the filled college account and status).
dean form and can fill D. The system display
individually. successfully register message.
Post conditions The college dean will register successfully if the enter
information is correct. Otherwise the appropriate message (the
college dean is not registered) will display.
The table below describes the register student use case description with their
Table 3.8 register student use case description
Use Case Name register student

Description The Registrar administrator will register the student, which is
found AKU.
and the student list must contain (id, Fname, Lname, sex, DOB,
college, department, phone number, email account, enrollment
and status).
A. the Registrar administrator B.system Display student
click Register student button form that contains (id,
from the dashboard. Fname, Lname, sex, DOB,
C. The Registrar administrator college, department, phone
click number, email account,
Browse file button to submit enrollment and status).
the filled student form. D. The system display
successfully register message.
Post conditions The student will register successfully if the enter information is
correct. Otherwise the appropriate message (the student is not
The table below describes the register classroom muse case description with their
Table 3.9 register classroom use case description
Use Case Name register classroom

Description The Registrar administrator will register the classroom, which is
found under AKU.
and the classroom list must contain (block number, room
number, name, location size, type).
A. the Registrar administrator B. system Display classroom
clickRegister classroom button form that contains (block
from the dashboard. number, room number, name,
C. The Registrar administrator location, size and type).
clickBrowse file button to D. The system display
submit the filled classroom successfully register message.
form.
Post conditions The classroom will register successfully if the enter information
is correct. Otherwise the appropriate message (the classroom is
not registered) will display.
The table below describes the exam scheduling use case description with their
Table 3.10exam scheduling use case description
Use Case Name exam scheduling

Description The Registrar administrator will scheduled exam classroom,
which is found under a building which is already registered.
and the classroom list, course list, instructor list and student list
must be registered.
A. the Registrar administrator B. System check all
clickSchedule exam button information(number of
from the dashboard. classrooms, student, course
and instructor and their
attribute) from database
andthe system will manage the
exam schedule and display
successfully schedule message
and scheduled information
C.The Registrar will be saved on exam
administratorcan view the schedule database.
schedule and clickview button. D. The system will be
displaysthe exam schedule.
Post conditions The examschedulewill scheduled successfully if the enter
exam classroom is not scheduled) will display.
The table below describes manage (delete, update, insert) exam schedule use case
description with their participating actors, description, enter precondition, flow of event
and post condition.
Table 3.11 manageexam schedule use case description
Use Case Name Manage exam schedule

Description The Registrar administrator can delete, update, insert schedule
exam classroom file at any time.
and the exam classroom list must contain (block number, floor
number, room number, classroom name, classroom size,
classroom type, time, instructor name and course name).
A. the Registrar administrator B. System Display exam
clickmanage schedule classroom form that contains
examButton from the (block number, floor number,
dashboard. Super room number, classroom
administrator clickBrowse file name, classroom size,
button to choice the classroom type, time,
Deleting, updating or instructor name and course
inserting. name) and display the files
C. The Registrar which contain deleting,
administrator can be change updating or inserting form.
the schedule and can be save D. The system display
the schedule. successfully deletes, update or
insert message.
Post conditions The exam schedule deleted, updated or inserted successfully if
the enter information is correct. Otherwise the appropriate
message (The account of exam classroom schedule is not
deleted, updated or inserted) will display.
The table below describes the register department use case description with their
Table 3.12 register department use case description
Use Case Name register department

Participating Actor College dean
Description The College dean will register the department, which is found
under each college.
Precondition The College dean must be interring through login and the
department
List must contain (building number, floor number, room
number, name, classroom size).
A. the College dean click B. system Display department
Register department button form that contains (building
from the dashboard. number, floor number, room
C. The College dean click number, name, classroom
Browse file button to submit size).
the filled department form. D. The system display
Post conditions The department will register successfully if the enter
department is not registered) will display.
The table below describes the register department head use case description with their
Table 3.13 register department head use case description
Use Case Name register department head

Participating Actor College dean
Description The College dean will register the department head, which is
found under each department.
Precondition The College dean must be interring through login and the
department headList must contain (id, Fname, Lname, sex,
DOB, salary, department name, college name, phone number,
email account and status).
A. the College dean click B.system Display department
Register department head head form that contains (id,
button from the dashboard. Fname, Lname, sex, DOB,
C. The College dean click salary, department name,
Browse file button to submit college name, phone number,
the filled department head email account and status).
form. D. The system display
Post conditions The department head will register successfully if the enter
department head is not registered) will display.
The table below describes the register instructor use case description with their
Table 3.15 register instructor use case description
Use Case Name Register instructor

Participating Actor Department head
Description The Department head will register the instructor, which is
found under each department.
Precondition The Department head must be interring through login and the
instructor list must contain (id, Fname, Lname, sex, DOB,
salary, department name, college name, office classroom,
phone number, email account and status).
A. the department head click B. system Displays instructor
Register instructor button from form that contains (id,
the dashboard. Fname, Lname, sex, DOB,
C.Thedepartmenthead click salary, department name,
Browse file button to submit college name, office
the filled instructor form. classroom, phone number,
email account and status).
D. The system display
Post conditions The instructor will register successfully if the enter information
is correct. Otherwise the appropriate message (the instructor is
The table below describes the register program use case description with their
Table 3.17 register program use case description
Use Case Name Register program

Description The Department head will register the program, which is found
under each Department.
program list must contain (program name, department name,
college name, course name).
A. the Department head click B. System Displays program
Register program button form that contains (program
from the dashboard. name, department name,
C. The Department head click college name, course name).
Browse file button to submit D. The system display
the filled program form. successfully register message.
Post conditions The program will register successfully if the enter information
is correct. Otherwise the appropriate message (the program is
The table below describes the register course use case description with their
Table 3.18 register course use case description
Use Case Name register course

Description The Department head will register the course, which is found
under each program.
course list must contain (code, name, CR_HR, prerequisite).
A. the Department head click B.the system Display course
Register course button from form that contains (code,
the dashboard. name, CR_HR, prerequisite).
C. The Department head click D. The system display
Browse file button to submit successfully register message.
the filled course form.
Post conditions The course will register successfully if the enter information is
correct. Otherwise the appropriate message (the course is not
The table below describes the class scheduling use case description with their
Table 3.19class scheduling use case description
Use Case Name class scheduling

Description The Department head will schedule classroom, which is found
under a building which is the college already given to each
department.
classroom,student, instructor and course list must be
registered.

A. The Department head B. The system checks the
click instructor, student, course and
Scheduleclass tab. classroom information
including their attribute and
SystemDisplays successfully
scheduleclassroommessage, but
if there is no enough class room
the system will be display error
message.
C. The system will be saved the
scheduled class on class
schedule database.
D.The Department can be F.The system displays the
view the scheduled classes. schedule class with the
structures.
Post conditions The classwill scheduled successfully if the enter information is
correct. Otherwise the appropriate message (the exam
classroom is not scheduled) will display.
The table below describes manage scheduled class use case description with their
Table 3.20 manage class scheduling use case description
Use Case Name manage class scheduling

Description The Department head can delete,update and insert forclass
scheduling file at any time.
class list must contain classroom, student, instructor and
course list.
A. the Department head click B. system Displaythe class that
Manage Button from the contain classroom, student,
dashboard. instructor and course list.
C.the Department head click D. The system displays the
Browse file button to choice files which contain deleting,
the Deleting, updating or updating or inserting form.
inserting F. The system display
E. The Department head successfully deletes, update or
clicks the browser file button insert message.
to submit the deleted,
updated or inserted file.
Post conditions The deleted, updated or inserted account of class scheduling

will managed successfully if the enter information is correct.
Otherwise the appropriate message (The account of class
scheduling is not deleted, updated or inserted) will display.
The table below describes the request free schedule use case description with their
Table 3.22request free schedule use case description
Use Case Name Request free schedule

Participating Actor Instructor
Description The instructor will send request to the system to access free
classroom.
Precondition The instructor must be interring through login.
A. the instructor click B. System Display schedule
RequestButton from the that contains (free classroom)
dashboard. and display fill form.
C.Theinstructorfills necessary C. the system saves on
information to text file message box.
andclick request button to D.the system will display
submit request free classroom. successfully message.
Post conditions The instructor will successfully gain the free classroom if the
enter information is correct. Otherwise the appropriate
message (there is no free classroom) will display.
The table below describes the view schedule use case description with their participating
actors, description, enter prehhgjcondition, flow of event and post condition.
Table 3.23 view schedule use case description
Use Case Name view schedule

Participating Actor Instructor and student
Description The instructor and student view their class and exam
scheduling.
Precondition The instructor and student must be interring in to the login.

The class and exam must be scheduled.
A. the instructor and student B. systemDisplay class and
click View schedule exam scheduled webpage.
Button from the dashboard. D. The system display
C.The instructor and student successfully message.
click View schedule button to
submit request View
schedule.
Post conditions The instructor and student will successfully view their schedule
if the enter information is correct.
The table below describes the print schedule use case description with their
Table 3.24 print schedule use case description
Use Case Name print schedule

Participating Actor Instructor and student
Description The instructor and student print their class and exam
scheduling.
Precondition The instructor and student must be interring in to the login.

The class and exam must be scheduled.
A. the instructor and student B. system Displays class and
clickviewschedule button from exam scheduled webpage.
the dashboard.
C.Instructor and student can D. the system will be check
click print schedule button. the printer and send message
to printer.
E. The system display
successfully message.
Post condition The instructor and student will successfully print their
schedule if the enter information is correct.
• Sequence Diagram
A sequence diagram used us, to displays object interaction arranged in a time
sequence.
The figure below shows us a login use case sequence of an event, the usercan log in
successfully in our proposed class and exam scheduling system.
Figure 3.3 login use case sequence diagram: successful operation

The figure below shows us login error opera tion use case sequence diagram when the
actorsinterring through username and password.
Figure 3.4login error use case sequence diagram: error operation
The figure below shows us aadministrator register user use case sequence
diagramsequence in our proposed class and exam scheduling system.
Figure 3.5administrator register useruse case sequence diagram

The figure below shows usexam scheduling use case sequence diagramwhich is
scheduled by registrar administratorin our proposed class and exam scheduling system
Figure 3.6exam schedulinguse case sequence diagram
The figure below shows usclass scheduling use case sequence diagramwhich is
scheduled by head of department in our proposed class and exam scheduling system
Figure 3.7class scheduling use case sequence diagram

The figure below shows us the sequence of an event of registrar administrator also
register students and the system response when registering process in our class and
exam schedule system.
Figure 3.8register student use case sequence diagram
The figure below shows us the sequence of an event of department head also register
instructors and the system response when registering process in our class and exam
schedule system.
Figure 3.9register instructor use case sequence diagram

The figure below shows us the sequence of an event of registrar administrator can be
also register courses and the system response when registering process in our class and
Figure 3.10register course use case sequence diagram
The figure below shows us the sequence of an event of view a schedule process when
the instructor and student will click a view tab and system respond in our class and
Figure 3.11instructor and student view a schedule use case sequence diagram
The figure below shows us the sequence of an event of super administrator change the
setting in the system and the database will be change the setting value after saving
button is clicked.
Figure 3.12super administrator change the settings use case sequence diagram
The figure below shows us the sequence of a user will manage account of a user’s.
Figure 3.13user’s mange the account use case sequence diagram

The figure below shows us the sequence of an event the department head will
manage the class schedule in our class and exam schedule.
Figure3.14department mange the class schedule use case sequence diagram
The figure below shows us the sequence of an event of registrar administrator can
manage an exam schedule in our proposed class and exam scheduling system.
Figure 3.15managing exam schedule use case sequence diagram

The figure below shows us the sequence of an event of instructor and a student can print
a schedule after view the schedule administrator in our proposed class and exam
scheduling system.
Figure 3.16the instructor and student print a schedule use case sequence diagram
The figure below shows us the sequence of an event of registrar administrator in our
proposed class and exam scheduling system.
Figure 3.17registrar administrator register classrooms use case sequence diagram
• Class Diagram
The class diagram below show us the relationship of our objects, which is found in our
proposed class and exam scheduling.
Figure 3.18class diagram of Aku class and exam scheduling system
CHAPTER FOUR
• System Design
In this chapter we are introduce Design Goal, System Decomposition, System
Architecture, Deployment Diagram, Persistence Data Management, Access Control and
Security and User Interface Design deepened on the class and exam scheduling system.
• Design Goal
The major design goals of the proposed class and exam scheduling system are Good
response time, portability, low cost, accessibility, minimize error, flexibility, and handle
redundancy.
Good response time: this class and exam scheduling system will be implementedby
PHP programming language, which is in general ease to readable for all browsers. The
interfaces are designed such that information can be propagated efficiently. It’s avoided
a user waiting time on wherever possible. It minimizes a lot of time for registrar office,
college dean and department heads for doing all activates in class and exam scheduling.
Portability: The class and exam scheduling system is platform independent, so it’s run
at any windows.
Low cost:this proposed system will minimize cost, which is the cost, spent to the
papers and other materials which is used by the current manually
system.Accessibility:the user can be printingtheir schedule at anytime.
Minimize error: if registrar office, college dean and department heads are using
manual system for schedule class and exam, error will be occurring. But our system will
minimize error occurring.
Flexibility: if the instructor needs to change its own class, it sends a request to the
system. Thenthe system will search free class and time then inform to the instructor.
Then the instructor will inform to department head and the department head can
change the instructor schedule.
• System Decomposition
From the functional requirements we identified in the system analysis section, the
envisaged system consists of the following systems:
Registering sub-system
In this sub system the following operations are done, register registrar administrator,
register college, register college dean, register student, register classroom,register
department, register department head, register instructor,register course, register
program.
Set setting sub-system
The overall setting is defined by user but it contains default attributes. These attributes
can be class size per section, total exam tested pre section, and number of student in
class will be contained.
Managing sub-system
In this sub system the following operations are done,manage account of registrar
administrator,manage account of instructor,manage scheduled class,manage account of
department head,manage schedule exam,manage account of college dean
Class scheduling sub-system
In this sub system the COD and HOD prepares the classroom schedule.
Exam scheduling sub-system
In this sub system the RADM prepares the exam schedule.
Request sending sub-system
In this sub system the instructors send request to the system to see free classroom.
View scheduling sub-system
In this sub system the instructors and students can view their class and exam schedule.
Print schedule sub-system
In this sub system the instructors and students can print their class and exam schedule .
Figure 4.1System Decomposition
• System architecture
The proposed subsystem will be implemented using PHP programming language .the
below diagram describes the PHP system architecture model in 3-tier architecture those
are database server, personal desktop and web server.
Figure 4.2System architecture model
• Deployment Diagram
A deployment diagram is used to depict the relationship among run-time components
and hardware nodes. A web server, for example, is a component that provides services
to Web browsers. A component is a physical unit of implementation with well-defined
interfaces that is intended to be used as a replaceable part of a system.
Figure 4.3deployment diagram architecture model
As you can see from the above diagram a user uses a web server and gain accesses to the
schedule system through the web application server. The web server passes information
and request between user’s web server and a single schedule server. The AKU class and
exam schedule system uses remote method invocation protocol (RMI).The application
server uses the database server sent request to users and update information as well as
store information from users.
• Persistence Data Management

As it is discussed in the previous sections, the Aku class and exam schedule system
consists of a number of systems, these are: Student Registration system, instructor
Registration system, course Registration system, classroom Registration system, Update
Registration system, Delete Registration system, Edit Registration system, Display
Registration system are windows based systems that run only over a LAN, and the
persistent data of these systems will be stored in an MySQL database.
Mapping:-
In order to store information persistently we map objects into tables and the attributes
into fields to the specific table based on the objects found on the system. Therefore, we
identified the major tables that will be implemented on the selected DBMS.
Figure 4.4 mapping object
• Access Control and security

Access control is way of limiting access to a system or to physical or virtual resources. In
computing, access control is a process by which users are granted access and certain
privileges to systems, resources or information. In access control systems, users must
present credentials before they can be granted access. In physical systems, these
credentials may come in many forms, but credentials that can't be transferred provide
the most security.
Table 4.1Access Control and Security
Function Actors
Super Registrar Departme Colleg instructo studen

Administratio Administratio nt e r t
n n head dean
Register • • •
account
Manage • • •
account
Register •
college
Assign • •
building
Register •
student
Manage •
colleges
Set setting •
Register •
instructor
Create •
account
instructor
Manage •
account
instructor
Register •
course
RegisterDep •
.t
Register •
head
Create •
account of
HOD
Assign •
building
dep.t
View • • •
schedule
Print • •
schedule
Request •
class room
• User Interface Design
The AKU class and exam schedule home page is containing different parts, these are:-
Part one: logo part of the system.
Part two: menu part and it contains some links (home, class schedule, search,
free class, exam schedule, about us, contact us, login, sign up and sub menus).
Part three: Welcome message and description of the system.
Part four: it contains full login form and includes username and password.
The figure below show us a home page interface and this home page is uses by a user
(registrar officer, COD, DOH, instructors, students) for access class and exam schedule
Figure 4.5AKU class and exam schedule system home page.
The figures below show us a login page interface and this login page found in all actors
for access class and exam schedule. If the user will miss the form, the system will be
respond error message. This message is help to a user for easily access the system.
Figure 4.6Aku class and exam schedule login page.
The figures below show us a login error page interface and this login error page found in
all actors when error is occur during their inset error user name or password for access
class and exam schedule.
Figure 4.7AKU class and exam schedule login error page

The figures below show us about us page interface and this about us page is describe
about Aku mission, vision and the schedule system benefits of Aksum University.
Figure 4.8AKU class and exam schedule about us page.
The figure below shows us contact us page interface and this contact us page is describe
about address of Aksum University and developer addresses and some descriptions.
Figure 4.9AKU class and exam schedule contact us page.

The figure below shows us the class scheduling page interface. The class scheduling is
scheduled by department head for non-pre-engineering and other students but for Pre-
engineering student scheduled by college dean.
Figure 4.10AKU class and exam schedule class scheduling page interface
CHAPTER FIVE
References
• Harmonized Academic Policy of Ethiopian Public Higher Education Institutions
• Software Requirements Specification for project iTest, 2008
• Software Requirements Specification for Problem Based Learning Module,

SoumanMandal, 2010.
• Software Design Specification (SDS) Acropolis Course Management System, 2011
• IEEE Recommended Practice for Software Requirements Specifications,

Software Engineering Standards Committee of the IEEE Computer Society. 1998
• https://www.google.com.et/#q=www.project+documentation+sample.com
• https://www.google.com.et/#q=classroom+scheduling+system+documentation
• https://www.google.com.et/#q=exam+scheduling+system+documentation
• https://www.google.com.et/#q=www.codeproject.com
• http://www.planet-source-code.com/vb/default.asp?lngWId=8
• http://www.sourcecodester.com/php
• The Application Developer’s Guide to Object Orientation and the UML,

• Scott W. Ambler, the Object Primer Second Editionvan Vliet, Hans. Software
Engineering: Principles and Practice. New York, NY: John Wiley & Sons. 2000.
pp.15-25.
• Manifesto for Agile Software Development. http://www.agilemanifesto.org/
• Software Modularity. http://philip.greenspun.com/seia/software-modularity
• Petersen, Jeremy. Benefits of using the n-tiered approach for web applications
• http://www.macromedia.com/devnet/coldfusion/articles/ntier.html
• Analyzing Algorithm Performance.
Http://www.cs.pdx.edu/~warren/CS163/lecture8. Html
System design model is the process of describing modules, interfaces, and data for the system.
Systems design could be seen as the application of system .It is the process of creating or
altering systems along with the processes, practices, models and methodologies used to develop
the system
CHAPTER SIX
Appendix
Interview questions:-
1.What is the problem in the present current manual class and exam scheduling system?
2. Who is scheduling class?
3.Who is scheduling exam?
4.Who is register department, department head, course, program, instructor, student,

college, college dean, classroom, registrar administrator?
5.Who is managing account of department head, instructor, c lass scheduling, college

dean, exam scheduling, and registrar administrator?
6.Advantages of current manually class and exam scheduling system?
7. Disadvantages of current manually class and exam scheduling system?
8.Opporcinites of current manually class and exam scheduling system?
9. What are threats that attack current manually class and exam scheduling system?
10. Teaching load for all instructors?
11. How many students can learn in a given classroom?
12. How may student be able to take an exam in a given classroom?
13. Classroom size for laboratory, normal class, workshop and office?

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AKSUM UNIVERSITY

COLLEGE OF ENGINEERING AND TECHNOLOGY

ONLINE CLASS AND EXAM SCHEDULINGE SYSTEM

Examscheduling:preparing classrooms for exam to student and instructor in a course

Browser: is a software application for retrieving presenting and traversing information

Windows: is a series of operating systems developed by Microsoft.

Observation: is the action or process of closely observing or monitoring something or

Interview: is a meeting of people face to face, especially for consultation.

Accuracy: is the quality or state of being correct or precise.

Enhancement: is an increase or improvement in quality, value, or extent.

Automation: is the use or introduction of automatic equipment in a manufacturing or

Availability: is Present and ready for use at hand accessible.

Security: is the state of being free from danger or threat.

Reliability: is dependability: the quality of being dependable or reliable.

Efficiency: is the state or quality of being efficient.

Recovery: is a return to a normal state of health, mind, or strength.

Documentationis material that provides official information or evidence or that

Figure 1. 1 Rad application…………………………………………………………………………………….8

Table 3.1 Log in use case description ...................................................................................... 27

Statement of the problem ……………………………………………………. 2

Objectives of the project ………………………………………………………. 4

General objective ………………………………………………………. 4

Specific objectives …………………………………….…….…………. 4

Purpose of the project ………………………………………………………….. 5

Scope of the project ……………………………………………………............. 6

Data gathering techniques ……………………………..………....... 7

Design Methodology …………………………………….……........... 7

Implementation Methodology …………………………….……….. 8

Testing Methodology …………..…………………….……………….. 9

2. Requirement Analysis Description ……………………………………………........... 10

2.1 Overview of the existing system …….……..……………..…..…..…………… 10

Problem of Existing System …………..…………………………….…… 13

SWOT analysis …………..………………………………..……..…………… 14

Business Rule …………..…………………..………………….…………….. 15

Overview of the proposed system …………..…………………..……….………. 15

Functional Requirement …………..…………………..………….……… . 16

Non-Functional Requirement …………..………………………..……… 18

System Requirement …………..…………………..…………....………….. 20

• Constraints and Assumptions…………..…………………..…....………. 21

3 Systems Modeling …......................................................................................... 24

3.1Use case Model ……………………………………………………..…......................... 24

Use case Diagram ………..………..…………………..…..........………...... 25

Sequence Diagram ………..………..…………………..…...................…............. 47

Class Diagram ………..………..…………………..……………….....…………………. 55

System Decomposition ………..………..………..……………….....….................. 57

Deployment Diagram …………..………………...……………….......................... 60

Persistence Data Management …………..…………..………………...………….. 61

Access Control and security …………..…………………..………………..………… 62

User Interface Design …………..…………………..……………….....……………….. 63

Background of the project:-

• A classroom must have enough seats to accommodate all students.

• Preferred classroom by instructors.

• Distribution (in time or space) of classes for student groups or instructors.

• Statement of the Problem

• Repetition of work: if there are any changes to be made during scheduling

• Cost- time is money and employees.

• Scheduling all classrooms take lot of time.

• The loss of manpower (employee power), wastage of time to prepare manually

• Objectives of the project

• Provision of necessarily information for the availability of classrooms and exam

• To make conclusion and forward recommendation for further projects.

• To have problem solving skills in real world problems.

• Purpose of the project