IT Class Scheduling System for Karat Construction and Industrial

College

Senior project Documentation submitted to FTVETI in Partial Fulfillment of

the Requirement for the Degree of “Bachelor of Science in Information
Communication Technology Teacher Education”
Prepared By the following group members
No. Student Name ID Number
1 Dawit Gamaida TTK/088/10
2 Getachew Gemeda TTK/146/10
3 Legese Lema TTK/194/10
4 Fanataye Yaregal TTK/127/10
5 Alimaz Alemu TTK/029/10

Information and Communication Technology and Electrical Electronics Division.

ICT Department
Adviser name: -Mekonnen (MSc)

FTVETI, Addis Ababa, Ethiopia

November 2022

1|Page
 DECLARATION
We hereby declare that the project entitled IT Class Scheduling system for Karat
Construction and Industrial College is submitted in partial fulfillment of the requirement for the award
of the degree in BSc Degree in Bachelor of Science in ICT Teacher Education, Karat Construction and
Industrial college is a record of our own work carried out by us during the academic year 2022 under the
supervision and guidance of Mekonen , MSc Department of ICT. The extent and source of information
are derived from the existing system and have been indicated through the project at the appropriate
places. The matter embodied in this work is original and has not been submitted for the award of any
other degree, either in this or any other University

No. Student Name ID Number Signature

1 Dawit Gamaida TTK/088/10

2 Getachew Gemeda TTK/146/10
3 Legese Lema TTK/194/10
4 Fanataye Yaregal TTK/127/10
5 Alimaz Alemu TTK/029/10

Approval Sheet

i|Page
Name ____________________________ Sign ________________

Name ____________________________ Sign ________________

Chairperson_______________________ sign ________________

Advisor ________________________ sign_________________

Department Head __________________ Sign ________________

Addis Ababa, Ethiopia

November 2022

Acknowledgment

ii | P a g e
Firstly, we would like to express our sincere gratitude to our advisor Instructor Mekonen
for the continuous support of our senior project and related project, for his patience,
motivation, and immense knowledge. His guidance helped us in all the time of senior
project and writing of this documentation. We could not have imagined having a better
advisor and mentor for our BSc study besides my advisor, we would like to thank the rest
of our senior project committee, for their insightful comments and encouragement, but
also for the hard question which incented us to widen our project from various
perspectives.
Our sincere thanks also go to ICT Department and Admin staff of Federal TVETI who
gave access to the laboratory and project facilities. Without they precious support it
would not be possible to conduct this project.
We thank our fellow lab mates in for the stimulating discussions, for the sleepless nights
we were working together before deadlines, and for all the fun we have had in the last
five summers of years. Also, we thank our friends in the Federal TVET Institute. In
particular, we are grateful our group to exchange idea based on this final project ICT
graduates.
Last but not the least, we would like to thank our family: our parents and to our brothers
and sister for supporting us spiritually throughout our education and to our life in general.

iii | P a g e
4|Page
 Table of Content

Contents
Acknowledgment.........................................................................................................................................ii
List of Figures...............................................................................................................................................2
List of Tables................................................................................................................................................3
Abbreviations..............................................................................................................................................4
Abstract.......................................................................................................................................................5
Chapter One................................................................................................................................................5
1.1 Introduction...........................................................................................................................................5
1.2 Background of the Karat Construction and Industrial College...............................................................6
1.3 Statement of problem.......................................................................................................................6
1.4 Objectives of the project..................................................................................................................7
1.4.1 General Objective.......................................................................................................................7
1.4.2 Specific objective................................................................................................................................7
1.5 Scope of the project.........................................................................................................................7
1.6 Significance of the project.................................................................................................................7
1.6.1 Target Beneficiaries of the System.................................................................................................8
1.7 Methodology of the project...............................................................................................................8
1.7.1 Data source.....................................................................................................................................8
1.7.2 Fact finding Techniques..............................................................................................................8
1.7.3 System analysis and design (approach)......................................................................................8
1.7.3.2 Technical feasibility..................................................................................................................9
1.8.2 System development tools..................................................................................................9
1.8.3 Testing Procedure.....................................................................................................................10
1.9 7 Schedule of the project in terms of time..................................................................................10
1.9 Management issues.....................................................................................................................10
1.9.2 Communication plan.................................................................................................................11
1.9.3 Change Management................................................................................................................11

1|Page
List of Figures

2|Page
 List of Tables
Table 1.1 schedule feasibility table……………………………………………………….. 14

Table 1.2 team configuration table………………………………………………………… 15

3|Page
 Abbreviations

Terminology Meaning
GMFA General Metal Fabrication and Assembly
ICT Information Communication Technology
IT Information Technology
KCIC Karat Construction and Industrial College
FTVETI Federal Technical Vocational and Education Training

4|Page
Abstract
The purpose of the project entitled as “IT scheduling system” is to computerize the Registration
Office Management of Karat Construction and Industrial College to develop application which is
user friendly simple, fast, and cost – effective. It deals with the collection of trainee and Trainers
information, class Room, Course Title and Course Cod etc. previously, it was done manually.
The main function of the system is scheduling Class. The Scheduling System can be entered
using a username and password. It is accessible either by an students or Teachers. Only they can
add data into the database. The data are well protected for personal use and make data processing
very fast.

5|Page
Chapter One

1.1 Introduction
Now we are in technological century. With new day, new generation with new idea and
creativity in the existed world is born daily. The advancement of computer is enabling us to
speak about technology. The evolution of computer comes up with intelligent technology. One of
the remarkable and much known products of technology advancement is the Conversion of
manually system into automated system. Automation produces a great impact in the lives of man,
particularly in the field of industry, business, medicine, and Education.

It is a fact that arranging schedules, instructor’s load and room utilization for the Students and
faculty in every department is one of the many activities that each department scheduler must
prepare before classes start. But Our College is use the manual way of preparing the schedule
still now. With the manual system, more time and labour force is required to plot, arrange, and
revise the class schedules, room utilization and instructors’ load provided by the department
staff. Scheduling system allow managers to monitor and maximize labour resources. With all of
the tasks managers are required to perform, any tools which expedite and ease those duties are
welcome. It also provides adverse range of functions which attempt to do precisely. It produces
reports to show student time tables and teacher time tables. It also stores schedule information
for department, batch, semester, year, teachers, classrooms, day, and time.

1.2 Background of the Karat Construction and Industrial College

The foundation of Karat Construction and Industrial College based on the giving Quality
Training for the Trainers with Skills and Attitude and also producing Technologies to solve
raised local problems. The college was established in April 2015 by bringing together the three
departments-ICT, Automotive, Construction and GMFA.

1.3 Statement of problem

For an organization to be successful in its activities the need for well-structured system and
placing the right schedule in the right time is necessary. So doing this manually, it makes
difficult to accomplish tasks easily and effectively. So, we have identified the existing system
and got the main problems which exist in the college of computing and informatics.

6|Page
The main problem of this college is lack of an automated scheduling system. This leads to the
following problems:

 Time consuming: - wasting time occurs when scheduler arrange timetable using manual
system. They be careful in arrange the time table to decrease the mistake probability so
they need a lot of time to arrange the time table.
 Lack of Information distribution method: - The information distribution method is
very slow. Since information transformation is paper based. The prepared schedule didn’t
reach at right time to the student as well as to the Instructor, also they didn’t gate
everywhere they want. Also the distributed information is inefficient.
 It is difficult to update:-to update only one entry of the table you must change schedule
that you print before. This needs to replace the original paper by the new updated one this
consume additional resource and assign additional work for the person who post the
schedule on the board and give for the instructors.
 There are clash of class schedule: - there are class overlapping problem.

1.4 Objectives of the project

1.4.1 General Objective
The general objective of our project is to develop an automated class scheduling system for the
Karat Construction and Industrial College.

1.4.2 Specific objective

 To generate class and exam schedule: - specifically our system develop automated
schedule.
 To update and delete course, instructor, student, information: - this done by administrator.
 To secure data of the college:-this system gives some privileges for authorized users to get
it.
 To manage the information in database:-all information like admin, student, available
room and time table in database can be added updated deleted and printed.

1.5 Scope of the project

Karat Construction and Industrial College has 7 Departments and under this Department there
are many sub departments. All departments have their own class schedule based on the resource
they have like classrooms and human power. Due to time and other constraints we are limited the
scope of our project to automate the scheduling system for ICT Departments of Karat
Construction and Industrial College . Our project scope is further limited to:
 Accept courses information (course name, credit hours, instructor name, etc.)
 Record all available resources like buildings, rooms, labs, instructors, sections, etc.

7|Page
 Update the prepared schedule without overlapping.
 easily search and print the information.

1.6 Significance of the project

The project has many significant for us and for the users of the systems. The team members will
get the knowledge and experience on how to develop and design a new system. The students will
get automate scheduling system online and also others can use the new system for future
automation of other TVET colleges.

1.6.1 Target Beneficiaries of the System

a) Faster processing time and more accurate data for ICT Departments
b) Instructors and assistances of ICT Departments
C) IT Students

1.7 Methodology of the project

In order to accomplish the project, the system requirement we will follow methods, tools, and
techniques as mentioned below.

1.7.1 Data source

The main source of our data is primary source that got from interview and observation. Also as a
secondary source we use manually prepared scheduling system.

1.7.2 Fact finding Techniques

We gather information from different department of ICT through direct observation and
interviewing the staff departments.
Interview: This is one of data collection method that enables to gather information from the
organization directly in the form of asking question and getting answers for those questions. So,
we have used this method to gather information by asking the head and staff of KCIC some basic
questions.
Interviewed questions: -
 How scheduling system is going on?
 During scheduling time, are there any problems? If there, what are they?
 What requirements are needed for the process?
 Who is responsible for what?
 How these big organizations lack an automated scheduling system till now?

Observation: This is also another data collecting method. In fact we have also used this
observation method to gather data. This method enables us observing and understanding how the
schedule is done.

8|Page
1.7.3 System analysis and design (approach)
The attainable and unattainable of the project is determined by feasibility study. The feasibility
of the project should pass through the following feasibility ground.

1.7.3.1 Economic Feasibility

The purpose of economic feasibility is to identify the financial benefits and costs associated with
development of the project.
A. Tangible Benefits: - Benefits that are easily quantified from the conducted system are:
 Fastest processing time and reduced processing error.
 Small response time and many services
 Easy and fast file management.
 Reduce cost for manual data management (Reduced expenses)
 Easy update & retrieval on stored records
B. Intangible Benefits: -Benefits from the system that areas unquantifiable are;
 Better decision making
 Better service to the office
 Little job burden to employees of office

1.7.3.2 Technical feasibility

Specific technical solution and the availability of technical resources are measured by tech nical
visibility.
 Whether the proposed system is easily applied by the college or not,
 The required technology for new system,
 The skill of the team to apply the new system is considered under the
technical feasibility.
By using the different techniques, we can perform the work up to the desire of the organization,
even though fulfilling human being’s need in all direction may be difficulty and impossible.
Therefore, the college has enough capability to be easily applied the proposed system and the
technology is able to handle new report and forms required of the new system. Because of this
the project is technically feasible.

9|Page
 1.8.2 System development tools
 Micro soft visual studio 2012
 Window 10 operating system
 Micro soft office word 2010
 Microsoft Access 2010
 Micro soft Visio 2013
 c# or php to write the code.
 Language visual basic

1.8.3 Testing Procedure

Whether the proposed solution workable in KCIC college or not is measured by this feasibility.
We perform the activity firstly by having the understanding of main problem manual system
have and we taught changing this manual system to somehow an automating manner is the best
thing and depending on this, the project result is operational since it solves their problem. And to
make the workers familiar with the technology, we will give the training for about the system to
the working place. So that, the system users can themselves run and operate with the system then
after.

1.9 7 Schedule of the project in terms of time

The schedule feasibility involves how much time is available to build the new system, when it
can be built interference with normal business operation etc. The schedule for this project is
feasible due to rich information exchange between the college and the developing team.
In addition to the time set to develop the system is enough to complete the project on time.
Scheduling feasibility using Gant chart:

No Task name Start Finish Duration 2022

. Sept25 Oct 7 Oct8Nove1Dec2 Dec30 Jan
1Jan30
1 Proposal 25/9/2022 7/10/2022 12d

2 System requirement 8/10/2022 1/11/2022 23d

and analysis modelling

3 Design document 2/11/2022 30/11/202 28d

2
4 Implementation 1/12/2022 30/30/202 30d
2
Table 1.1 schedule feasibility table

10 | P a g e
1.9 Management issues

1.9.1 Team compositions

Team configuration and management provides a description of our team member roles and
reporting relationships. Our team has four (5) members for the accomplishment of the project to
automate scheduling system.

The table below shows the way of work break down structure of our project and how we manage
our time and cost. But, all of our members have a responsibility to participate and do any task.
Then task assigned to individual will not do by him/her.

Name Responsibility
Dawit Gamaida  Project manager
 Programmer
Getachew Gemeda  Analyst
 Assistance programmer
Almazi Alemu  Secretary
 Coordinator
Fantaye Yaregal  Designer

Legese Lema  Assistance coordinator

Table 1.2 team configuration table

1.9.2 Communication plan

For the successful accomplishment of our project we have the rules and procedures we should
have to follow. We agree that all our team members should meet five times weekly and we
should meet our advisor at least one times per week.

1.9.3 Change Management

We are made our team configuration based on our interest. So, we forward our project by helping
and discussing with each other and solving difficulties encountered us in our activities.

11 | P a g e
12 | P a g e