AJBAR Vol.

2(2), 2023: 83-98, ISSN: 2811-2881

Arid Zone Journal of Basic and Applied Research

Faculty of Science, Borno State University
Maiduguri, Nigeria
Journal homepage: https://www.azjournalbar.com

Research Article
Final Year Students’ Projects Allocation and Management
System
Lamido Yahaya1*, Abubakar Adamu2 and Sani Ahmad Muhammad3
1
Department of Computer Science, Faculty of Science, Gombe State University, Gombe
2
Department of Mathematics, Faculty of Science, Gombe State University, Gombe
3
Department of Computer Science, School of Technology, Kano State Polytechnic, Kano
*Corresponding author: [email protected], doi.org/10.55639/607. 131211

ABSTRACT
ARTICLE INFO:
Keyword: Final year students’ project has been one of the requirements for graduation
Project, from institutions of higher learning, especially universities, colleges, and
polytechnics. The main concern is the complexity associated with managing
Verification,
the task, which increases with respect to the size of problem instance.
Requirements Analysis, Although, the use of computer technology has advanced to various fields,
Design, manual process of managing students’ projects is being practiced almost
Implementation everywhere. This indicates the inadequacy of the existing technology to
address the problem. With the increasing demand for centralized matching
systems for students’ projects verification and allocation within higher
institutions, there is a need for an efficient software package that eliminates
or minimises the use of manual process. The use of paper and pen to verify a
project title or shelf storage of completed students’ project reports, consumes
time, and is prone to errors or records loss. In this paper, a web-based
platform called Online Final Students’ Project Management System
(OFSProMS) was developed. The system was implemented for the
Department of Mathematics, Gombe State University, in order to handle such
complexities. Tools used include PHP, MySQL, JavaScript, HTML and CSS.
Observation and interview were used for collecting the data. The waterfall
model was adopted as the system design approach. Upon testing with 48 final
year project titles, the system was able to verify 45 successfully, which
corresponds to an accuracy of 93.75%. Therefore, this system if deployed
would go a long way in simplifying the task for project coordinators,
supervisors and the students in general.
Corresponding author: Lamido Yahaya, Email: [email protected]
Department of Computer Science, Faculty of Science, Gombe State University, Gombe

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Lamido Yahaya, Adamu Abubakar and Sani Muhammad Ahmad ISSN: 2811-2881

INTRODUCTION careful consideration needs to be given, to

In today’s dynamic world, rapid changes in clarify surrounding project objectives, goals, and
information and communication technologies more importantly the roles and responsibilities
(ICT) have become common in every field of of all participants and stakeholders in students’
human endeavors. The tools and materials that projects allocation and management process.
are used in daily commitments are renewed Usually, a project topic can be chosen at most by
almost daily. In parallel with these changes, ICT one student (for individual project allocation),
applications have inevitably entered into though in some cases a project is suitable for
learning and teaching activities. One of the more than one student to work on
recent advances in the world of information simultaneously. To give students something of a
technology is the rapid development of choice, there should be as wide range of
communication which has turned the world into available project topics as possible (Manlove,
a global village. One can send messages 2003). If that is the case, supervisors supply
electronically (e-mail), search for information projects from which students make their choices.
(using the www), buy goods online (e- Typically, a supervisor will offer a range of
commerce), withdraw/ transfer money (e- project topics, but does not necessarily expect
banking), school online (e-learning). This has that all will be taken up (Manlove & Irving,
affected the society positively to a great extent. 2003). Contrarily, in this paper, we designed a
As a result, computerisation of students’ projects web-based system for verification and allocation
verification, allocation and management to avoid of project topics to final year students in the
duplication should not be exempted in this Department of Mathematics, Gombe state
revolution. However, in universities all over the University, where each student has preferences
world, students need to be assigned to projects over the list of project topics that he/she
as part of their degree programmes (Cooper & submitted for acceptance, while a supervisor
Manlove, 2018). The final-year project is an does not have preferences over the students that
academic activity that engages a student in a he/she is willing to supervise. We considered the
research work in a certain field of study; which ways of managing student project titles,
may be graded after successful completion and it verifying to eliminate duplication of project in
carries certain percentage from the student’s the department. To reduce the chance of
overall scores in the final semester (Yahaya, clashing for project topics among different
Tambuwal, & Sani, 2016). Final year student students, they are required to provide an ordered
project management is the process of planning, list of finite number of project topics that they
organizing, and managing resources to bring are interested in. This list of ordering with
about the successful completion of a specific priority is known as the preference list
project goals and objectives without plagiarism (Abraham & Manlove, 2007). The optimal
of someone’s work. Therefore, a need for matching between students and project topics is
verification before a student can precede with then left to be constructed on their preferences.
his/her research has become necessary. The The goal is to find assignments that are fair and
fundamental objective of final year students’ that maximize the collective satisfaction
projects management is to avoid duplication, (Chiarandini, Fagerberg, & Gualandi, 2017). It
which occurs mainly due to the fact that the is important to realize that a centralized
number of students increases, which eventually matching scheme is preferred than that of
leads to an increase in complexity of managing decentralized because of the property of
the task. Regardless of the approach employed, optimality. A decentralized approach cannot

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Lamido Yahaya, Adamu Abubakar and Sani Muhammad Ahmad ISSN: 2811-2881

guarantee such property in general. Also when assignment will be on the basis of first come
we have a number of students going for the most first serve, which the system automatically
popular project titles, then the allocation or generates including date and time of posting.
Though, research in final year students’ projects out an individual or group projects. Therefore,
management has gained much attention from this approach may not prevent two or more
researchers over decades however, in most students graduating the same year from working
Nigerian academic institutions, the students’ on the same project. This means that two or
projects management task has been manual. This more students can work as a group on the same
task is a matching problem that requires optimal project. If that is the case, there is no actual
assignment of projects to students while taking allowed number of students in a group, and
into consideration the hard constraints. Matching knowing one another as well as communication
problems, which generally involve the gap would be an overhead at the beginning,
assignment of a set of agents to another set of especially when the number is large. This
agents based on preferences, have wide eventually might lead to substantial delay in
applications in many real-world setting their project activities; otherwise some students
(Manlove & Olaosebikan, 2022). A number of may not participate actively or fully in the
researchers tried to apply these techniques in one project work.
way or the other in order to optimally match In another development, Kwanashie, Irving,
students with projects. However, Ademola, Manlove, & Sing (2014) proposed a model for
Adewale, & Ike (2013) developed an online students’ projects allocation problem based on
portal for managing final-year undergraduate individual or group projects offered by a
projects problem where allocation of students to supervisor. This model is an improvement over
their supervisors is made available online for the SPA model by Abraham (2003). In this
students to view. They later meet their context, they modelled the SPA as a network
respective supervisors to discuss on projects. flow problem and applied a GREEDY-MAX-
Meeting with their respective supervisors to SPA algorithm to obtain maximum optimal
discuss on projects may convince them to have assignments. In addition, this approach allows
interest on projects which they did not like for supervisor’s minimum and maximum
before. This is because the supervisor would number of students he/she can supervise.
shed more light on those projects which they Students are allowed to submit a list of projects
lack knowledge or interest. This in fact solves they find acceptable from the supervisors’ lists
the problem of lacking interest or knowledge on in a preferential order. However, students have
projects. The system does not allocate projects preference over projects topics and supervisors
but stores their titles only after when they are have preference over students as well, and which
done in order to prevent future clashes. Students project is allocated to which student. The major
upload their partially or fully completed projects problem here is that supervisors tend to allocate
to the system for supervisors and the project their preferred or ranked projects to those
coordinator to view and take all necessary students they prefer to supervise. This however,
actions. Therefore, it eliminates the problem of leads to some students to be assigned projects
projects duplication by students through storing that are relatively low in their preference lists.
previously done projects in the database. This Moreover, Sonali, Shreyash, & Ruchi (2017)
approach does not consider how projects are developed a web-based application called SPAM
allocated to students at all. However, the (Student Project Analysis and Management).
approach does not clarify whether students carry They adopted SSADM (Structural System

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Analysis and Design Methods) for the Although the developed systems mentioned in
development which follows definite steps to the literature are limited to allocating project
achieve a given task. They used observation, topics to students, and some of them include
questionnaire and interview methods as fact monitoring project activities as well. They also
finding techniques. The system uses MYSQL for ensure no two students would be allocated the
conceptual database design and dream-weaver to same project at the same time however, they do
code the layout in HTML language and CSS, not provide facility for checking whether a
while the functions that are performed by proposed topic is already done or not. Therefore,
different users were generally achieved using this is one of the fundamental issues that were
PHP scripting and java script. addressed in this paper. In addition, storing
Emmenuel & Daniel (2019) developed a cloud- previous completed project reports is another
based system for project allocation and important aspect that our proposed model takes
supervision intended for tertiary institutions in into consideration. The proposed OFSProMS
Nigeria. The system was designed with PHP, model has integrated a functionality that takes
Java and HTML programming languages using care of such aspect in order to save space and
MySQL server architecture, which could be ensure faster retrieval when required. These are
hosted online. The application is a window the major contributions of our paper.
based, menu driven and interactive. The idea is MATERIALS AND METHODS
based on the ability of the intended users to In this section, we proposed a model called
access the system online. In reality, it is an Online Final-Year Students’ Projects
online platform through which students interact Management System (OFSProMS) as shown in
with their supervisors. The system does not Figure1. In this architecture, students would be
verify and allocate project topics automatically; asked to submit their list of project topics in
rather everything is done almost manually by the order of preference to the system after which the
administrator. project coordinator would handle verification
Ismaili, Yahiro, & Yokoo (2019) proposed a and allocation activities. Project supervisors can
model (based on two-sided matching problem) also log into the system, view students’ project
called Student-Project-Resource matching- choices and which student is allocated which
allocation (SPR) for optimal allocation of project. They can also view which students are
project topics to students. In this idea, students allocated to which supervisor. After successful
are matched to projects based on their completion of project works, students are to
preferences. In addition, the system incorporates submit the PDF file copies of the same to the
resource allocation mechanism, which project coordinator who would upload these files
determines the resource allocation part, based on to the system for permanent storage.
some expectations or past data and fixes the
capacities of projects.

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 Project Titles Project Titles
verification by approval by the
the Project Project
Coordinator Coordinator

Project Titles
Final Year Students’ Project Titles
submission by Projects Management allocation by
students System (OFSProMS) the Project
Coordinator

Completed
Project files
upload by
students
Project Title approval by Project
Supervisors

Figure 1: Architecture of the OFSProMS Model

To realize the proposed model, we adopted the Waterfall model approach can also ensure that
waterfall model approach, which is based on user requirements are completely met and also
well-defined series of sequential stages from help the development of project by giving better
requirements analysis to the final stage of control of project execution. The software
maintaining the system. The approach in process of waterfall model also promotes
comparison to others has some fundamental communication between project users, by
benefits that contributed to its general defining essential users and interactions, and by
acceptance in software development life cycle. giving a structure to the whole process. As
The waterfall is suitable for this work because it shown in Figure 2, there are five consecutive
is adaptable and flexible to changes; reducing stages which we followed strictly in order to
development time as well as its usefulness when realize the proposed system.
one has to reduce the overall project risks.

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 Figure 2: The Waterfall Model
(Source: https://www.technologyuk.net/computing)
Requirements Analysis i. Project titles verification mechanism to
At this stage, which is the first, we interacted ensure no two students can have the
with the intended users of the system in order to same project topic.
know their requirements. Basically, the intended ii. Allocating project topics to students
users are the project coordinator, supervisors, using first come first serve basis to
and students. As usual, students would be asked avoid biasness.
to submit their individual preference lists of iii. A well-organized platform to maintain
project topics (2 to 3) through the system for all the history about the previous project
verification by the project coordinator. They can tasks.
submit similar project topics but no two would iv. In addition, all previous completed
be allocated the same topic. The issue would be project works could be stored in PDF
resolved by allocating the first student to submit file format.
a project topic. Supervisors would log into the However, the requirements of the system are
system and view the available project topics that basically classified into functional and non-
match their areas of interest. The allocation functional. These were briefly explained as
would be done by the project coordinator. The follows:
students would be allocated to the supervisors Functional Requirements
irrespective of their research areas in order to In software and systems engineering, a
avoid imbalance allocation. The proposed functional requirement defines a function or its
system can both be helpful to the students, component. Functional requirement also refers
supervisors and the project coordinators in the to the essential functions that the proposed
department. The system will ease the manual System would need in order to function
way of carrying out final year students’ project optimally. The functional requirements of the
verification and allocation, which has been the system are:
predominant method within the department. Administrator (Project Coordinator): The
Based on interaction with the intended users, the system administrator or project coordinator
proposed system has the following features: performs the following functions on the system:
i. Login into the system;

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 ii. Verifying project titles; ii. Web browser (e.g. Mozilla Firefox,
iii. Uploading or storing completed Google Chrome, etc.).
students’ project reports; iii. Text editor.
iv. Storing recently approved project topics; iv. Web server software, Windows Apache
v. Allocating project topics to students; MySQL and PHP (WAMP).
vi. Allocating students to supervisors. Non- Functional Requirements
Supervisor: The project supervisors perform the Non-functional requirements: are requirements
following functions: that specify criteria that can be used to judge the
i. Login into the system; operation of a system, rather than specific
ii. View project titles; behaviors. They are contrasted with functional
iii. View project allocation; requirements that define specific behavior or
iv. Log out. functions. The non-functional requirement of the
Students: Students perform the following proposed system includes: Security, Scalability,
functions on the system: Concurrent accessibility, and Usability. Security
i. Login into the system; requirements are important factors in this system
ii. View project allocation; as classified data will be stored in the database.
iii. Log out. User validation will be done during login to
Hardware Requirements ensure that the user is valid and that the user
i. A Computer System (Desktop or only has access to his or her permission data.
Laptop) or smart mobile phone; General users will only have access through the
ii. Processor (1.40GHz and above); user interface.
iii. 1GB RAM and above; Design
iv. Hard disk capacity of 40GB and above; The design stage usually transforms the analysis
v. Keyboard; phase into logical view. For the purpose of this
vi. Mouse or any equivalent component; study, flowchart and use case diagrams were
vii. Internet access facilities. used. The two design techniques were used in
Software Requirements order to better visualize the various controlled
i. Operating System (Window XP version logical steps in using the system. As shown in
or any latest version) and Android Figure 3, the logical designs of the proposed
version 5.0 and above for Android system shown represent the functions performed
devices. by the project coordinator.

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 Figure 3: Flowchart of the System
The use case diagram represents user's in Figure 4, the intended users of the system (i.e.
interaction with the system. It shows the Project Coordinator or Admin, Supervisors and
relationship between the users and the different Students) and how they interact with the system
use cases in which they are involved. As shown was depicted.

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 Figure 4: Use Case Diagram of the System
IMPLEMENTATION TESTING
This is the coding stage which involves System testing is a vital part of any software
converting the actual design of the system, development. After a system is developed, there
thereby putting the theoretical design in to is a need to test and verify that the system meets
practical sense in order to put the new system in the expectations of its intended users. This refers
to operation such as testing and deployment. to system testing. System testing entails the
Implementation also includes all those activities process of executing a program using a test data
that take place during the conversion from the with the purpose of uncovering and correcting
old system to the new system. In implementing errors in the program. Testing is the process that
the system, a number of tools were incorporated. is carried out to ensure that the system conform
Hypertext preprocessor (PHP), JavaScript and to the specification and meets the requirements
MySQL Database ware used. MySQL is the of the users. System testing means executing
most popular Open Source Relational database software with some data to ensure that the
management system that is used for developing software works correctly. The testing was
web-based software applications. Macromedia conducted not only at the end but also during the
Dream-Weaver was used as Integrated development of the prototype. Functional and
Development Environment (IDE) in creating the interface testing were carried out for the whole
pages, and we used the cascading style sheet system. Each and every link was checked to
(CSS) to format the layout of web pages. Also make sure that all the links work correctly.
WAMP Server was used as a local server for Interface testing is carried out to identify that the
testing the system functionality. Since it’s a interface works correctly and faults are not
web-based application, Mozilla Firefox browser created due to incorrect programming, or poor
was used for the display of test results. specification.

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Experimentally, we tested the system with 48 RESULTS AND DISCUSSION
formulated project titles for the 2019 graduating In this section, we presented and discussed the
students in the Department of Mathematics. The results obtained during testing the proposed
test was carried out by supplying the project system. Various activities were demonstrated
titles one after the other to the system. At each using graphical user interfaces (GUIs)-based
step, a search function was invoked to enable the approach. The application would be accessed
system compare the keywords of the supplied using any web browser. For this prototype,
project title with those already stored in the Mozilla Firefox browser was used. The interface
system. The system performed optimally in would be viewed best using 1024 x 768 and 800
verifying and allocating the projects to students. x 600 pixels resolution setting. No user would
45 project titles were successfully verified. The be able to access the major part of the
results of our experiments were presented in the application without logging onto the system
“Result & discussion” section. using his valid credentials. Here are some major
Maintenance pages of the system which were presented in
This section involves updating and improving terms of screenshots.
the system after it has been put into practical use Home Page
by the intended department. However, due to This page will appear immediately when the
some technical limitations, our system has not user starts the application as a welcome page. It
yet been put into operations in the department. consists of the front image of the organization
Therefore, nothing has been done with regard to and some important links, which include a link
maintenance. for the departmental project coordinator, project
supervisor, and students. The home page is
shown in Figure 5 as follows:

Figure 5: The Home Page

Login Window correct then the program will execute and

The login page prompts for a user to enter display the required page to the user, otherwise
his/her username and password to log in into the it will display an error message, and wait for
application. If the username and password are

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him to try login again. The login page is as shown in Figure 6.

Figure 6: Admin Login Window

Project Coordinator Page contains several functional links which enable

Every user (project coordinator, supervisor or him to carry out his functions. His functions
student) has his own customized page upon include registering both supervisors and final
successful login. This is because the three year students into the system, approving project
different users have different privileges as topics submitted by students, and so on. As
granted on the database. In this section, we shown in Figure 7, the page was displayed
displayed the page for the Project coordinator showing the various links for the Project
who is also the system administrator. The page Coordinator.
was displayed after successful login, and it

93
 Figure 7: Project Coordinator Page
Search Project supervisor and the students as well can search
This page allows the project coordinator to for the existing or previous projects in order to
search any related works from previous project avoid duplication. This can be shown in Figure 8
and he/she can also view project of grandaunts as follows:
from the department. Project coordinator,

Figure 8: Search Project Window

Project Topics Verification comparing the similarity between the major
One of the duties of the Project Coordinator is to keywords of the proposed project topic with an
verify the similarities between proposed project existing one (already stored). When the
topics or proposed and previous project topics. keywords or the entire project title is typed, a
This page allows the Project Coordinator to search mechanism is invoked which searches
verify project topics submitted by any student through the existing list of stored projects
undergoing his undergraduate research. The automatically, and displays the available related
purpose of this is to verify project topics so as titles. The Project Coordinator would decide
not to have students carrying out the same whether to accept or reject a project topic based
research at the same time. The system works by on the existence of similarity or not. When a

94
project topic is successfully verified, it will be keywords used were dissimilar but have the
stored by the system. When another project topic same meaning. For example, “An online
is submitted, comparison will be done with the Learning System” and “A Web-based Leaning
previously stored one(s) to prevent duplication. Platform” have different keywords but they
At this stage, 48 project titles were supplied. In mean the same thing. The verification page can
this experiment, 45 project titles were verified be shown in Figure 9 as follows:
correctly while 3 were not, because the

Figure 9: Project Topics Verification

Project Topics Allocation depends on successful verification and
Upon successful project topics verification, the supervisor’s approval. A project title can be
allocation would be done based on first come successfully verified but may not be necessarily
first serve basis. A student whose project topic approved by the supervisor whom was allocated
was verified and approved earlier will be the student that supplied the project topic. In this
allocated first. The allocation process must case, another project topic needs to be supplied
satisfy the system hard constraints, which by such student. This page allows the project
specified that no two students can have the same coordinator to allocate project topics after been
project topic at the same time, and no previous approved by the project supervisor. The project
project would be duplicated. The allocation topics allocation page is shown in Figure 10.

95
 Figure 10: Project Topics Allocation

Project Archives format) file format to the departmental project

The system stores all previous project works that coordinator. This page simplifies financial cost
were done in the department. This functionality of printing hardcopies of the project and at the
enables the system to store completed project same time eliminates the manual bulk of project
reports in order to avoid their lost due to hardcopy storage. Before uploading any project
unforeseen events such as fire outbreak, flood, report, there is a need to enter the name of
etc. This page allows the Project Coordinator to supervisor, student’s registration number (owner
upload copies of project reports after been of the project), project topic title, tools used, and
finalized by the department that the project then chose the project PDF file from its location.
research carried out met the departmental The project archive page is shown in Figure 11
requirements. A student would submit his/her as follows:
project report in PDF (portable document

Figure 11: Project Archive

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CONCLUSION project reports in Portable Document Format
Effective management of final year students’ (PDF), in order to save space and ensure faster
project is essential for successful graduation of retrieval when required. These are the major
students and record keeping. Project topics contributions of our paper.
verification and allocation for final year students Today, the complexity of managing final year
in tertiary institutions, especially universities is students’ projects has increased due to the fact
one of the most difficult tasks. The difficulty of that the number of graduating students from
such a task increases with the increase in the institutions of higher learning is increasing every
number of students graduating every year. year. Avoiding project duplication among
Having developed a simple prototype which we students is the most challenging factor to
termed as “Online Final Year Student Project consider. Therefore, to address this issue, the
Management System” (OFSProMS), it is subject future research on this would be more of
to modification and improvement in the future as Constraint Programming (CP), considering the
time goes on. task as a Constraint Satisfaction Problem (CSP).
Our simple application provides a good interface This would ensure optimal allocation of project
which is easy to understand by the intended topics to students as well as assigning students
users, and helps in adapting to its use. The use of to their supervisors, taking into account the hard
this application may reduce the extra time and constraints of the system.
efforts required to manage and monitor the final CONFLICT OF INTEREST
year students’ projects in institutions of higher The authors declared that there is no conflict of
learning. Upon testing with 48 formulated interests.
project titles, the prototype performed optimally ACKNOWLEDGMENTS
in meeting the requirements of its intended users The authors wish to acknowledge and thank the
as well as satisfying the hard constraints. Out of Head of Mathematics Department, Dr. A. B.
the 48 project titles, 45 were verified and Muhammad, and the Departmental Project
allocated successfully, which corresponds to an Coordinator, Mal. Ibrahim Garba for their
accuracy of 93.75%. In addition, the proposed support and provision of necessary information
OFSProMS model has integrated a functionality for guidance of this research
that takes care of storing completed students’
.

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