COLLEGE OF INFORMATICS

DEPARTMENTOF INFORMATION TECHNOLOGY

COURSE TITLE: FINAL YEAR PROJECT I

COURSE CODE: ITec4153

FOURTH YEAR FIRST SEMISTER

Final Project Title: Student scheduling management System

Group three Members Name………………………………………………….ID No

1.Merhun Markos ….......................................................RU1485/14

2.Abdilbar Mathewos....................................................RU4424/14

3.Galmesa GIdisa..........................................................RU0726/14

4.Dugasa Taye..............................................................RU1299/14

5.Metalign Gedef.........................................................RU4951/14

Submitted To: _________

Submitted Date: ________

Bule Hora, Ethiopia

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Table Contents page

Chapter One…………………….................................................…………page
1.1 Introduction………………………………………………………………………………………………………....…………………………….3
1.2 Background ............................……………………………………………………...………………….3
1.3 Statement of the problem……………………………………………………………...……………....4
1.4 Objective …………………………………...............………………………………….………………4
1.4.1 General Objective………………………………………………………………………………....…4

1.4.2 Specific Objective.................................................................................................................................5

1.5 Methodology ...........................................................................................................................................5

1.5.1 Requirements Gathering Analysis .....................................................................................................5

1.5.2 System Design ......................................................................................................................................7

1.5.3 System Development ............................................................................................................................7

1.5.4 Testing and debugging ........................................................................................................................7

1.5.5 Deployment and Implementation.........................................................................................................8

1.6 Feasibility Study.......................................................................................................................................8

1.6.1 Economic Feasibility ...........................................................................................................................8

1.6.2 Technical Feasibility.............................................................................................................................9

1.6.3 Time Feasibility....................................................................................................................................9

1.7 project Scope and Limitation...................................................................................................................10

1.7.1 project Scope..........................................................................................................................................10

1.7.2 project Limitation..................................................................................................................................11

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 Chapter One

1.1 Introduction about Student schedule management system

This Student Scheduling Management System enables students to see all class an exam
schedule. Class representatives are given special permissions to edit and insert the class
and exam schedules for different schools, départements and years of study. All details
their class representatives will be updating will be shown to them. Class representatives
can also send notices to their respective classes and all students in that class will get to
see an information. Students also have access to a personal timetable to schedule their
individual tasks and view them every day.

The Student Scheduling Management System is a web-based application design to allow

students to view and manage their class and exam schedules with ease. using PHP and
MySQL, this system provides an initiative interface for students, class representatives, and
administrators. The system is structured to ensure that information can be managed
efficiently across multiple departments and academic years.

1.2 Background

In Bule Hora University, scheduling student classes and managing timetables manually
can be a complex and time-consuming task. Traditional methods, such as paper-based
records or spreadsheets, often lead to scheduling conflicts, inefficiencies, and
administrative difficulties. As student enrollment increases, managing course schedules,
faculty assignments, and classroom allocations becomes even more challenging.

To address these issues, a Student Scheduling System developed using PHP and MySQL
provides an automated and efficient solution. This system will allow students view their
schedules and avoid conflicts in class timings. It will also help administrators efficiently
allocate faculty and classroom resources while ensuring a smooth scheduling process.

By utilizing web technologies, the system will be accessible online, providing real-time
updates and improving communication between reps and administration. This project

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aims to streamline the scheduling process, reduce errors, and enhance the overall
academic experience for both students and educational institutions.

1.3 Statement of the Problem

Many educational institutions face challenges in managing student schedules effectively.

Traditional manual scheduling methods, such as using spreadsheets or paper-based
systems, often result in errors, conflicts, and inefficiencies. These challenges negatively
impact both students and administrators, leading to class overlaps, double bookings,
and delays in schedule updates.

The specific problems that this project aims to address include:

Scheduling Conflicts – Students may be assigned to overlapping classes, and

faculty schedules may conflict with multiple course assignments.
Time-Consuming Manual Process – Administrators spend excessive time creating
and adjusting schedules, making the process inefficient.
Lack of Accessibility – Students and faculty have difficulty accessing schedules in
real-time, leading to confusion and missed classes.
Data Inconsistencies & Errors – Manual entry increases the risk of errors in
assigning classrooms, instructors, and students.

To solve these issues, this project proposes the development of an automated Student
Scheduling System using PHP and MySQL, ensuring an efficient, conflict-free, and user-
friendly scheduling process for students, faculty, and administrators.

1.4 Objectives

1.4.1 General Objective

The main objective of this project is to develop an automated Student Scheduling

System using PHP and MySQL that efficiently manages student course schedules,
minimizes conflicts, and enhances the overall scheduling process for educational
institutions.

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1.4.2 Specific Objectives

To develop a web-based system that allows students to register for courses and
view their schedules in real-time.
To implement an automated scheduling mechanism that prevents conflicts in
class timings, faculty assignments, and classroom availability.
To create a user-friendly interface for students, reps and administrators to easily
manage schedules and access necessary information.
To design a secure database system using MySQL to store and manage student,
faculty, and course scheduling data efficiently.
To enable administrators to efficiently allocate classrooms and faculty
members based on availability and capacity.
To reduce manual workload and scheduling errors by automating the process
through a dynamic and efficient system.
To ensure system accessibility across devices by developing a responsive web-
based platform.

This system aims to improve the scheduling process, enhance administrative efficiency,
and provide a seamless experience for students and faculty in educational institutions.

1.5 Methodology

To develop the Student Scheduling System in PHP and MySQL, a structured approach
will be followed, ensuring efficiency, accuracy, and usability. The methodology includes
requirements gathering, system design, development, testing, and deployment.

1.5 .1 Requirements Gathering and Analysis

• Conduct research on common scheduling issues in educational institutions.

• Gathering requirements from students, reps and administrators through surveys or
interviews.
• Defining the system’s functional and non-functional requirements.

Functional Requirements

These define the core functionalities of the system—what it should do.

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 User Authentication & Authorization
Admin, reps, and students must log in using credentials.
Role-based access control (Admin, reps, Student).
Student Management
Add, edit, delete, and view schedule records.
Assign courses to specific schedules.
Course & Class Management
Admin can create, update, and remove courses.
Representatives(reps) can manage class schedules, including timings and
locations.
Schedule Creation & Management
Generate class schedules based on time availability.
Conflict detection for class timings, course and room allocation.
Representative Management
Add, edit, and remove faculty details.
Assign faculty to courses and schedules.
Automated Timetable Generation
System should generate an optimal timetable considering constraints.
Should allow manual adjustments if needed.
Reporting & Analytics
Generate reports on student enrollment, workload, and course schedules.

Non-Functional Requirements

These define system performance, security, and usability aspects.

Performance
The system should handle multiple users concurrently without lag.
Timetable generation should be completed within a few seconds.
Scalability
Must support an increasing number of students, reps and courses.
Should be designed to accommodate future feature expansions.
Security
Secure authentication using encryption.
Usability
User-friendly interface for students, Reps, and admins.
desktop responsiveness for accessibility on different devices.

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 Availability & Reliability
System uptime should be at least 99%.
Data backup mechanisms should be in place to prevent data loss.
Maintainability
The system should allow easy updates and bug fixes.
Well-documented codebase for future improvements.
Compliance
Should comply with educational and data protection regulations (e.g.,
GDPR, FERPA).
Would you like to add any specific features or refine any requirements?

1.5 .2 System Design

Database Design: Design an optimized MySQL database structure to store

courses, schedules, and classroom allocations.
User Interface Design: Create wireframes and mockups for a user-friendly web
interface.
System Architecture: Develop a three-tier architecture (Frontend, Backend, and
Database) to ensure system scalability and efficiency.

1.5 .3 System Development

• Frontend Development: Use HTML, CSS, JavaScript (Bootstrap, jQuery) for a

responsive and interactive user interface.
• Backend Development: Implement PHP for business logic and processing user
requests.
• Database Integration: Develop a MySQL database for secure storage and retrieval
of scheduling data.
• Scheduling Algorithm: Implement logic to prevent conflicts in course allocations
and faculty assignments.

1.5 .4 Testing and Debugging

• Unit Testing: Test individual system components to ensure functionality.

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 • Integration Testing: Verify interactions between modules (e.g. updating and
schedule generation).
• User Acceptance Testing: Allow reps and faculty to test the system and provide
feedback.

1.5 .5 Deployment and Implementation

• Deploy the system on a web server (e.g., Apache via XAMPP/WAMP or a cloud-
based server).
• Conduct training sessions for users (students, faculty, and administrators).
• Monitor system performance and collect feedback for future improvements.

This methodology ensures a structured, efficient, and user-friendly Student Scheduling

System, making scheduling easier for educational institutions.

1.6 Feasibility Study

The feasibility study evaluates the practicality of developing and implementing the Student
Scheduling System in PHP and MySQL by analyzing its economic, technical, and time
feasibility.

1.6.1 Economic Feasibility

Economic feasibility assesses whether the project is cost-effective and provides value to
the institution.

• Low Development Costs: Since the system is built using PHP and MySQL, both
open-source technologies, development costs are minimal.
• No Licensing Fees: Unlike proprietary scheduling software, this system does not
require expensive licenses.
• Long-Term Cost Savings: By automating scheduling, the institution can reduce
administrative workload and minimize errors, saving resources in the long run.
• Minimal Hardware Requirements: The system can run on existing institutional
infrastructure (web server, local computers, or cloud hosting), eliminating the need
for expensive hardware upgrades.

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1.6.2 Technical Feasibility

Technical feasibility ensures that the required technology, tools, and expertise are
available to develop and maintain the system.

• Use of Established Technologies: The system is developed using PHP, MySQL,

HTML, CSS, JavaScript, and a web server (XAMPP/WAMP/LAMP), all of which are
widely used and well-documented.
• Scalability: The MySQL database can handle large volumes of data, making the
system scalable for future student enrollment increases.
• Security Measures: PHP allows for the implementation of security features such as
user authentication, data encryption, and input validation.
• Cross-Platform Accessibility: The system is web-based, allowing students and
faculty to access schedules on multiple devices (PCs, laptops, smartphones).
• Availability of Skilled Developers: PHP and MySQL are common technologies,
making it easy to find developers for maintenance and future enhancements.

1.6.3 Time Feasibility

Time feasibility evaluates whether the system can be developed and deployed within an
acceptable timeframe.

• Development Timeline: The project can be completed within 6-7 months,

following a structured phased development approach (planning, design,
development, testing, and deployment).
• Efficient Development Process: Using pre-built frameworks (e.g., Laravel for
PHP) and Bootstrap for UI development can speed up coding and reduce
development time.
• Testing & Deployment Plan: The system will undergo rigorous testing within the
given timeline to ensure reliability before implementation.
• Realistic Schedule: The project timeline accounts for possible challenges,
ensuring that milestones are met without delays.

Conclusion

The project is economically feasible due to its low-cost, technically feasible because it
relies on widely available technologies, and time feasible as it can be developed within a
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reasonable timeframe. Therefore, implementing this Student Scheduling System is a
practical and beneficial solution for educational institutions.

1.7 Project Scope and Limitations

1.7.1 Project Scope

The Student Scheduling System in PHP and MySQL aims to provide an automated
solution for managing student schedules in educational institutions. The system will
include the following features:

User Roles & Access:

• Admin: Manages course schedules, assigns faculty, and resolves conflicts.

• Class Representatives: given special permissions to edit and insert the class and
exam schedules for different schools, départements and years of study.
• Students: Views personal schedules.

Core Features:

• Schedule system with real-time availability.

• Student and faculty login for personalized schedule access.
• MySQL database to store student, course, and faculty information securely.
• User-friendly web interface for seamless interaction.

• Responsive design for access via desktop or PC.

System Functions:

• Prevents double booking of classrooms and faculty.

• Generates and updates schedules dynamically.
• Provides real-time scheduling updates.
• Supports multiple departments and courses.

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1.7.2 Project Limitations

Despite its functionality, the system has certain limitations:

No AI-Based Scheduling Optimization: The system will follow predefined rules for
schedule generation but will not use advanced AI algorithms for optimization.
Limited to Web-Based Access: The system will be accessible only through a web
browser; no mobile app version will be developed initially.
Single Institution Use: The system is designed for use within one educational institution
and does not support multi-campus integration.
No Offline Functionality: Since it is a web-based system, an internet connection is
required for access.
Limited Conflict Resolution: While the system minimizes scheduling conflicts,
administrators may need to manually adjust schedules in complex cases.

Conclusion

This project provides an efficient, automated solution for student scheduling, improving
the registration process and timetable management. However, future enhancements,
such as AI-based scheduling, mobile app support, and multi-campus integration, can be
considered for further development.

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