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Paperless Master Timetable Scheduling System

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DOI: 10.30845/ijast.v8n2a7

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International Journal of Applied Science and Technology Vol. 8, No. 2, June 2018 doi:10.30845/ijast.v8n2p7

Paperless Master Timetable Scheduling System

Paul Godwin Daniel

Dr. Alimi Olasunkanmi Maruf
Department of Computer Science
Faculty of Science
Kebbi State University
Kebbi, Nigeria
Dr. Bala Modi
Department of Computer Science
Faculty of Science
Gombe State University
Gombe, Nigeria

Abstract
Timetable generation is a very difficult task. It is a time consuming, and arduous process. To manually generate a
timetable, takes a lot of time, effort, and manpower. However, a timetable scheduling system is designed for
different purposes such as: organizing lectures in higher institutions, private organization, airlines, bus station,
etc. This paper tries to minimize the difficulties in generating a timetable for academic purposes, using
Logarithmic algorithm, to be precise the modified Quicksort algorithm for its design. The algorithm is designed to
eradicate collisions on the timetable, and to run in parallel. This helps to minimize the human errors, improve the
accuracy of the timetable scheduling process as well as the computation time. To this extent, a Paperless Master
Timetable Scheduling System (PMTSS) was proposed and implemented tin this paper to achieve the said
requirements. The system can be installed on any android or windows platform. The content of the design also
provides exciting services such as: Live Chat for Administrators, Lecturers and Students, Timetable alertsetc. The
paperless timetable scheduling system involves dynamic system utilization and modifications.
Keywords: Timetable, Scheduling, Logarithmic Algorithm, Quicksort Approach, Constraints.
Introduction
Timetable scheduling system approach is a general problem across the world, particularly using the local system
of manually preparing timetable. The procedure for scheduling timetable appears to be a very hard and difficult
task. Most academic institutions do produce timetables either once or twice in a year according to the
administrators. In Nigeria, most universities, polytechnics, colleges and secondary schools schedule their various
timetables manually using the conventional paper and pencil based approach. Such an approach is very tedious,
complex and often leads to clashes in lecture time slots and venues.
However, in planning for timetables, considerations have to be made such that each lecture period must have at
least one lecturer or professor, a time slot and venue. This is generally considered to be a highly constrained and
hard problem to solve. Another challenge is how to generate an optimal timetable solution. To this end,
approaches based on evolutionary algorithm using problem-specific domains, heuristics and context-based
reasoning have been developed by various researchers. Parallel frameworks such as the PTMSS and genetic
artificial immune networks have also been developed all in a bid to produce optimal solutions for timetable
generation. The PMTSS implemented in this paper uses tools such as: XHTML, HTML6, CSS6, PHP,
JAVASCRIPTS, JQUERY, MYSQL and Tomcat Apache. Furthermore, there are quite a number of approaches
that have been used to create various systems with similar features, but not with exact functions as the PMTSS.
The remainder of this paper is organized thus: A brief summary of related works is described in the section
following the introduction. The section proceeding from the related works discusses the problem statement.

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After the problem statement section is the section that gives a brief background of this paper. The proposed
system under consideration follows immediately after the background section, while the methodology used in this
paper is discussed afterwards. The result and discussion follows immediately after the methodology and the paper
rounds up with the section for conclusion.
Related Works
A considerable number of studies have been carried out in the area of timetable scheduling. Various methods
including the methods of operation research, human-machine interaction, and artificial intelligence (Andrianto,
2014). Shrinivasan et’al. (2002) explains thata feasible lecture timetable for a large university department is a
challenging problem faced continually in educational establishments. The paper presented by Shrinivasan et’al.
(2002) was an evolutionary algorithm (EA) based approach for solving heavily constrained timetabling problem.
The approach uses a problem-specific chromosome representation. Also, Heuristics and context-based reasoning
have been used before to obtain feasible timetables within a reasonable computing time. Abramson and
Abela(1992) proposed a genetic algorithm based approach for solving the problem of time table scheduling.
However, the problem with the approach by Abramson and Abela (1992) is that it was too slow, but a good speed
up was later achieved. This was made possible by exploiting parallel processing as a technique for solving
complex problems and for searching large problem spaces. As such, there is a great requirement for an application
that distributes courses evenly without collisions while exploiting such a process of execution.Saviniec et’al.
(2018) showed how two different parallel frameworks are used to design parallel heuristics for a high school
timetabling problem. The process deployed strong exchange of information among threads to improve the search
processes.Kheiriet’al.(2016) used a hyper-heuristic search strategy for solving the computationally hard problem.
A different approach was presented by Bhaduri (2009), where an evolutionary technique was shown to solve the
time table scheduling with mixed success problem by using methods such as: Genetic Algorithms (GAs),
Evolutionary Algorithms (EAs) etc.
The problem of lecture time table scheduling was well stated and solved with genetic algorithm using mimetic
hybrid algorithm, and genetic artificial immune network (GAIN) and the result was compared with that obtained
from that of a GA. Results showed that GAIN was able to reach an optimal feasible solution faster than that of
GA. Also, a hybrid approach produced by combining the concept of Bee colony Optimization (BCO) and Firefly
Algorithm (FA) collectively termed as BCFA was presented by Sahooet’al.(2017). GAIN was designed to findan
optimal solution for a course time table schedule.
Bagulet’al.(2016) also presented a solution to the various problems of venue, class slots and teacher clashes,
which was achieved by simply automating the manual processes and choosing the optimal solution from a set of
possible solutions. This was achieved using a heuristic algorithm that takes values and manages the constraints
and resource scheduling one by one. This paper was aimed at developing a simple, easy and collision free lecture
timetable scheduling solution by implementing a slight variation of the solution provided by Saviniec et’al.
(2018). Also, the solution provided in this paper is simpler, more efficient, and capable of automatically
generating good quality timetable schedules. This is made possible by using a simple Logarithmic algorithm,
precisely the modified quick sort algorithm for assembling parallel collision free frameworks (Nanda, Pai, and
Gole, 2012). The algorithm is designed to make the process of search and assembly much faster, compared to
most other approaches. This is especially useful in the process of generating the lecture slots based on the
timetable indexes. The scheduling index process incorporates a unique collision avoidance algorithm that ensures
that no repetitions are permitted during the generation of selection timetable slots indexes.
Problem Statement
The existing issues with traditional timetable generation includes: difficulty in execution, time consuming, and is
considered an arduous process. When generating a manual timetable, lots of effort and man power is needed, and
such timetables in most Nigeria Institutions are usually prone to human error. Furthermore, a major problem that
is associated with the manual lecture timetable system is the high rate of clashes in lecture times and venues.
Amending an already generated timetable requires the scheduler to recreate the schedule manually over and over
again. This certainly creates a series of retracing which is usually difficult to figure out or resolve as the case
maybe. To overcome these problems, concerned institutions need an efficient automated, feasible and competent
timetable scheduling system. Such a system should be capable of satisfying all the soft and hard constraints and
conditions previously highlighted.

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For instance, the same faculty lecturer taking two more courses cannot be assigned the same room, venue and
time slot for the same lectures. Concurrently, two different courses which are to be delivered to the same students
or group of students should also not be allowed. As such, there is a major requirement for an application
appropriate lecture timetable without variation, such that collision in the scheduling process is totally eliminated.
To this effect, the PMTSS system overcomes these problems particularly by saving more processing time and also
by eliminating the traditional error-prone manual processes involved.
Background
The Logarithmic algorithm used in implementing the said system is the modified Quick sort algorithm. The
algorithm is based on the Divide-and Conquer approach. The process is split into 6 parallel processes that are each
running simultaneously. However, since there are 6 parallel processes, the best-case performance is Θ(6nlogn),
which reduces to just Θ(nlogn), while the worst-case performance is Θ(6n2), which also reduces to Θ(n2).
 Definition: Suppose there are P processes running in n time to generate the timetable. Then we can model the
problem as follows:
Condition 1:Pi ≠ Pi+1, where i=0,1,2,..n
Condition 2:Pn≠ Ø.
If and only if Condition 1 and Condition 2 are met, then we obtain Equation 1 as follows:
Pn= {P i-5, Pi-4 ,Pi-3 , Pi-2 , Pi-1 ,Pi}…………………………(1)
where, i=0,1,2,..n
Each Pi is running independently and is generating specific days of the week having 8 separate periods between
8am – 4pm. To modify the algorithm, we first generate the timetable for both single and double lecture periods in
order to eliminate clashes in both courses and venues to be allocated as seen in Algorithm 1. The algorithm stores
the created slots and merges them together using the carefully designed function called mergeTable(D, S).
 Algorithm 1: Generation of timetable
_________________________________________________
Create storage arrays D and S.
Create Arrays Dp and Sp for Double and Single periods of
lecture times respectively. Each array is of p periods (am-pm)
_________________________________________________
begin
a. create an array of p empty periods, p = Ø.
b. check if Pi = Pi+1and Pi+1 <Pn,
whereI =0,1, 2,…, n.
then:
generate Dp and Sp and store in D and S
respectively.
c. Query from D and S to generate the timetable by calling the merge Table (D, S) function.
end
Proposed System
This section describes the proposed system structure, starting with the aim as follows:
Aim of the System
 Developing a paperless timetable system semester courses and examinations, together with other related
scheduled administrative operations.
 To develop a fast, trendy, unique and easy to use application that is deployable and efficient.
 To avoid lecture and venue clashes.
 To provide an interface that supports other related activities required but not necessarily related to timetable
scheduling processes such as: calendar of events, news feed etc.
 To provide an interactive chat forum for the administrators, lecturers and students alike in real-time.
There are a number of advantages and disadvantages considered while building the PMTSS scheduling system are
as follows:
Advantages

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 The paperless timetable system reduces the human stress attributed to the manual process of creating
timetables.
 The automation provides Subjects (Course Title), Course Code, Department, Faculty, Lecturer, School Years,
Semester’s, Room, Venue, Time, and Live Chats (for Administrators, Lecturers and Students). In addition,
Timetable Alerts for Students and Lecturers is provided by the PMTSS.
 The system eliminates all manual paperwork.
 The system also drastically reduces the man power and time consumed while executing the timetable
scheduling tasks.
 The PMTSS can be used either as a stand-alone or real-time system.
Disadvantages
 Lack of acceptance and awareness of the scheduling systems such as the PMTSS at most Nigeria Universities,
Polytechnics, and Colleges is partly attributed to ICT phobia and other related causes.
 Increased running costs of ICT infrastructure such as bandwidth and power is a real source of concern.
 The Applications are usually customized and copyrighted, making distribution and reuse difficult.
Components Functionality
The PMTSS allows for functionalities considered to be appropriate for implementation especially in cases where
the description of the functionality is not adequate. In such cases, generally appropriate assumptions are made to
the following rules as follows:
Student’s Classification Rules
The rules are applied for each semester in each academic year thus:
 Each class may have an interval of a maximum of 2hrs per slot.
 At least a maximum of 7 to 8 hours of lectures is permitted in a day.
 Time for practical work is also inclusive.
 Lecture time slots can be allotted and changed with ease by each course Head of Departments (HODs) often
based on request by either lecturers or students.
 Courses are to be allocated in any of the following categories:
o Core (mandatory) courses.
o Electives (optional) courses.
 Maximum and minimum number of courses to be offered by students should be specified.
Lecturer Classification Rules
Lecturer requirements are applied thus:
 Lecturers may reschedule already allotted time slots by agreeing and arranging with their students.
 A lecturer is restricted to no more than 3 lectures in a day, and no more than 2 hours at a stretch for every taught
course the deliver. The extra hour should be allotted a separate time slot. However, free slots can still be utilized
for extra lectures by a willing lecturer as agreed with their students.
Administrator Classification Rules
These rules are determined by both HODs and administrators thus:
 A student may produce a copy of the timetable.
 Emails are to be sent to both students and lecturers containing the timetable.
 Break periods are to be properly captured.
 The timetable should not contain clashes.
Methodology
The architecture of the PMTSS consists of data entering processes, data structure of the Course Title, Course
Code, Department, Faculty, Lecturers, School Years, Semester, Room, Venue, Time Intervals, and Time Slots etc.
The data input method is defined by the following processes:

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Data Input Process

This defines the type of data that is inserted, retrieved and updated from a database as follows:
 Lecturer: define details of information that describe the lecturers involved.
 Course Title: Title that describes the course.
 Course Code: Code that describes the course.
 Department: Is the name of a given department.
 Faculty: Is a specified faculty for each department.
 School Years: The duration of the course of study such as: 4, 5, 6 or 7yrs.
 Semester: The semester in question i.e. first semester and second semester.
 Room: Is the lecture room or hall name or any related description.
 Venue: Describes building or location where the room is situated.
 Time Slot: The time allotted for each lecture.
 Time Interval: It is the time that a lecture is expected to last.
System Constraints
A constraint is a condition that a solution to a problem must satisfy. Two major constraints are stated in this paper
namely: hard and soft constraints.
 Hard Constraints:
Hard constraints are those constraints which set conditions for the variables that are required to be satisfied.
 Duplicate lectures must be eliminated.
 Experiments must be held in a Laboratory and not in lecture classes.
 Lecture rooms must not be booked twice at the same time.
 Venue of lectures should not be doubly-booked during the same period to avoid clashes.
 All lecture venues and rooms must be scheduled once not twice.
 A lecture room must be large enough to contain all students before allocation.
 Soft Constraints:
Soft constraints are constraints that are easier to adjust as follows:
 Lectures for each given course should be evenly spread within the week.
 Departmental courses borrowed from different departments must be evenly distributed.
 Break periods must be allocated slots first before other courses.
 Faculty general courses must be allocated slots first before departmental courses.
Violation of Validated Constraints
These are constraints that are required to be satisfied, so that there will be assurance of validated timetables.
However, this defines process such as;
 No more than 2 consecutive lectures by the same lecturer in any given period.
 The vital constraint is that both lecturers and their students can not appear in more than one lecture venue at the
same time.
System Requirement and Specification
The system requirement and specification (SRS) document is summarized and laid out in a template as seen in
Table 1. Some essential flow requirements are entered into it to show how to use the template. Care must be taken
to ensure that even the smallest and most trivial requirements are written. Such requirements would help in
validating the system during testing. The following are the specific software and hardware requirement:
.

 Software Specification Requirements:

User Interface: PHP, XHTML, CSS, JQUERY
Client-side Scripting: JavaScript, PHP Scripting
Programming Language: PHP, ASP
IDE/Workbench/Tools: Adobe Dreamweaver CS6,
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NetBeans IDE.
Database: MySQL (MySQLite, Optional, Oracle 10g)
Server Deployment: Apache/2.2.4, Tomcat Apache.
 Hardware Specification Requirements:
Monitor: 17 inch LCD Screen (optional).
Processor:Pentium 3, 4, dual-core, Intel, Core i7.
Hard Disk: 500GB or 1, 2 or 4 Terabyte.
RAM: 4GB or more.
 The System Design
The system has a major component that forms the basis for the design. These components are: admin account
panel (i.e. for registration and login authentication), user login panel, and timetable data entry with full details of
lecturers for the scheduling process. The workflow of the system enables the user to have easy understanding of
the process for creating the timetable. However, the system provides a user with a robust graphical user interface
(GUI). This is a simple interactive interface for entering the details concerning a course such as: course title,
course code, venue, rooms, department, and faculty, lecturer, school years, semesters, time slots, and lecturer
information. The system administrator provides the users access to get registered, and have access to the system.
Note that the scheduler is the assigned officer who collates all data for entries, from various sources and
afterwards generate the timetable.
Table 1: Detailed Design Breakdown
S/N Requirement Required Description of the Remarks
or Requirement
Essential
Admin account Registration and login Admin access only.
SRS1 panel Required authentication.
System user login A login detail access point. The login access is
SRS2 interface Required assigned by the admin.
The timetable The timetable will provide full Timetable will be
SRS3 scheduling process will Required details on how the timetable generated automatically
contain all the datasets and will be designed and its without any conflicts or
stated for the design Essential functionality. clashes.
process
The scheduling process The list of courses offered in all Admin Interface is
SRS4 provides a list of details the departments in the current required for this field, to
about courses offered, Essential semester should be available for provide an update to the
rooms venue and time and the students to select from and list of courses.
slots for the current and Required register.
next semester.
SRS5 Live chat feeds Essential An interactive feed where an A unique UI (user
admin can chat with lecturers Interface) will have to be
and other staff and students provided for this feed.
concerning the timetable and
other requirements.
SRS6 The system provides Essential Help about the various The timetable policy
help screens. components and features of the should also be part of the
system should be provided with help.
Q&A format.
.
 Data Flow Diagram
The flow diagram shows the user interface design of the Timetable Scheduling Process and how the timetable is
to be generated.

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Figure 1: Timetable SchedulingSystem.

Figure 2: Data Flow Diagram.

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Table 2: Test Plan Description

No. Test Case Title Description Expected Outcome
1 Successful User Authentication Login into the system using the Login should be successful
details assigned by the admi. and the user should enter
in to the system
2 Unsuccessful User Verification Login to the system with a wrong Login should fail with an
due to wrong password password error message ‘Invalid
Password’
3 Unsuccessful User Verification Login to the system with a valid id Login should fail with an
due to invalid login id error ‘Invalid user id’

4 Trials for generating both The 5 trials are for the unmodified The data analysis as seen
clash-prone and modified Quicksort algorithm as seen in in Figures 3-7
algorithm for generating Tables 3-7.
timetable
 System Architure Design
The architecture of the system is structurally designed to constitute three essential parts which includes: GUI,
Front End ((FE) and Back End (BE). A description of the parts is as follows:
 The GUI defines the structural design regarding how the system will look like after implementation. This has
a unique interactive platform that suite the user needs.
 The FE comprises of everything including the design and types of languages used in the design of the
system. They include: PHP, PHPMYQL, HTML AND CSS etc.
 The BE otherwise called the server-side, deals with the system inputs, retrieval, editing and updates. This
refers to everything the user cannot see in the FE such as the database and servers used.
Result and Discussion
The test-plan is basically a list of test cases that need to be run on the system. Some of the test cases can be run
independently for some components such as report generation from the database which is tested independently.
However, some of the test cases require the whole system to be ready before execution. It is better to test each
component as at when it is ready before integrating the components, which is a unit test before the system test.
It is important to note that the test cases cover all the aspects of the system (i.e. all the requirements stated in the
SRS template in Table 1). Table 2 contains a sample authentication test plan.
Test Plan Description for Table 2
Tables3-7 and Figures 3-7demonstrate the results of the 5 test trials carried out by separate administrators as
mentioned in item 4 of Table 2. The tables and figures are for the unmodified Quicksort algorithm used in
generating the timetables based on Algorithm 1. The values in the various fields show the number of clashes
found in slots allocated for each given lecture periods, rooms and venues.

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Table 3: Trial 1 for unmodified Quicksort Algorithm Table 6: Trial 4 for unmodified Quicksort Algorithm
Implementation Implementation
Da 8- 9- 10- 11- Bre 1- 2- 3- Da 8- 9- 10- 11- Bre 1- 2- 3-
ys 9a 10a 11am 12p ak 2p 3p 4p ys 9a 10a 11am 12p ak 2p 3p 4p
m m m m m m m m m m m m
Mo 3 1 0 2 0 0 2 0 Mo 1 0 1 0 0 3 0 1
n n
Tu 0 0 0 0 0 6 0 0 Tu 0 0 0 0 0 0 0 0
e e
We 4 0 3 0 0 0 0 0 We 2 2 0 0 0 0 1 0
d d
Th 0 0 0 2 0 3 0 0 Th 0 0 0 3 0 0 0 3
ur ur
Fri 1 0 2 1 0 0 0 0 Fri 0 0 1 0 0 0 0 0
Sat 2 0 0 0 0 4 0 3 Sat 1 3 1 0 0 1 2 0

Table 4: Trial 2 for unmodified Quicksort Algorithm Table 7: Trial 5 for unmodified Quicksort Algorithm
Implementation Implementation
Da 8- 9- 10- 11- Bre 1- 2- 3- Da 8- 9- 10- 11- Bre 1- 2- 3-
ys 9a 10a 11am 12p ak 2p 3p 4p ys 9a 10a 11am 12p ak 2p 3p 4p
m m m m m m m m m m m m
Mo 1 0 0 1 0 2 0 0 Mo 0 0 1 0 0 2 0 0
n n
Tu 0 1 2 0 0 0 0 2 Tu 1 0 0 0 0 0 3 1
e e
We 0 0 0 0 0 0 2 0 We 0 3 0 4 0 0 0 0
d d
Th 2 0 0 3 0 1 0 0 Th 3 0 0 0 0 1 0 2
ur ur
Fri 0 2 2 0 0 0 0 0 Fri 0 1 1 3 0 0 1 0
Sat 4 0 0 0 0 0 3 0 Sat 0 0 1 0 0 0 0 0

Table 5: Trial 3 for unmodified Quicksort Algorithm Test Trial 1

Implementation 3-4pm
Sat
Da 8- 9- 10- 11- Bre 1- 2- 3- 2-3pm
Lecture Periods

ys 9a 10a 11am 12p ak 2p 3p 4p 1-2pm Fri

m m m m m m Break Thur
Mo 0 1 0 2 0 0 2 0 11-12pm Wed
n 10-11am
Tue
Tu 1 0 0 0 0 3 0 0 9-10am
e 8-9am Mon
We 0 0 3 0 0 0 0 0
d 0 2 4 6
Th 0 2 0 2 0 3 1 1 Frequency of Clashes
ur
Fri 3 0 0 1 0 1 0 0
Sat 0 0 0 0 0 0 0 0 Figure 3: Chart for Table 3 trials.

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Test Trial 2 3-4pm

Test Trial 4
3-4pm Sat
Lecture Periods

2-3pm Sat 2-3pm

Lecture Periods
1-2pm Fri 1-2pm Fri
Break Thur Break
Thur
11-12pm 11-12pm
Wed
10-11am 10-11am Wed
9-10am Tue
9-10am Tue
8-9am Mon
8-9am
0 2 4 Mon
0 1 2 3
Frequency of Clashes
Frequency of Clashes
Figure 4: Chart for Table 4 trials.
Figure 6: Chart for Table 6
Test Trial 3
3-4pm
Test Trial 5
Sat Sat
2-3pm 2-3pm
Fri
Lecture Periods

Fri
Lecture Periods
1-2pm
Break Thur
Break Thur
Wed
10-11am 11-12pm
Tue Wed
10-11am
8-9am Mon 9-10am Tue
0 1 2 3 8-9am
Mon
Frequency of Clashes 0 1 2 3 4

Figure 5: Chart for Table 5 Frequency of Clashes

Figure 7: Chart for Table 7

Looking at Table 3 for instance, there are up to 3 clashes on Monday by 8-9am. This was reflected in Figure 3 for
emphasis. After 5 trials as seen in Figures 3-7, it is clear that modifying the Quicksort algorithm in other to
eliminate clashes in timeslots and venues allocated to departments was inevitable. That was why Algorithm 1 was
created to check for double and single periods in parallel, which further simplified the process of the course
allocation.
The randomly generated venues and time slots was particularly responsible for the clashes. However, Algorithm 1
ensured that by comparing the periods in parallel and applying the collision avoidance technique, no single or
double period could be allocated in two or more consecutive days before the days are merged to form the
generated time table. The timetable is generated separately for each course and course level.
Conclusion
The workflow of this proposed system makes use of collision avoidance technique and process in scheduling an
automated timetable system. This made it easier and faster to completely eliminate the manual process of
generating timetable. This paper presented a Logarithmic Quicksort algorithm for solving a highly constrained
timetable generation problem. The approach used a problem-specific domain representation context-based
reasoning for obtaining feasible solution ata reasonable computing time. The future work will entail the use of a
real-time generation of timetables, with content based analysis and reports to be generated through an embedded
management information system (MIS).

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Acknowledgement
Glory is to God almighty for helping to oversee the writing of this article. All our family, friends, together with
colleagues at the Department of Computer Science, M.Sc. Programme, Kebbi State University of Science and
Technology Aliero, Kebbi State, Nigeria are very much appreciated. Appreciation also goes to Dr. Yakubu
Abubakar, a Senior Lecturer in the Physics Department, Kebbi State University of Science and Technology
Aliero, Kebbi State. Lastly, a profound appreciation goes to Miss. Anastesia Chinenye Paul for her care and moral
support.

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