DESIGNING AND IMPLEMENTING AN AUTOMATIC TIMETABLE

GENERATOR SYSTEM

CASE STUDY: UGANDA MARTYRS UNIVERSITY

BY

LUBWAMA REAGAN SAMUEL

2021-B291-11100

lubwamareal@gmail.com

Department of Computer Science and Information Systems

Faculty of Science Uganda Martyrs University

 Table of Contents
1. CHAPTER ONE: INTRODUCTION ............................................................................................................ 3
1.1. Introduction: ................................................................................................................................. 3
1.2. Background: .................................................................................................................................. 3
1.3. Project Motivation: ....................................................................................................................... 3
1.4. Problem Statement: ...................................................................................................................... 4
1.5. Research Objectives: ..................................................................................................................... 4
1.6. Specific objectives: ........................................................................................................................ 4
1.7. Significance of Research: .............................................................................................................. 5
 1. CHAPTER ONE: INTRODUCTION
1.1. Introduction:
At Uganda Martyrs University, most administrative work is computerized, except for the lecture
timetable scheduling which is still done manually, making it time-consuming and effort-
intensive. Since our university has many programs running and of which these programs require
a seamless flow of timetable that eliminates colliding of lectures at any point in time, a solution
has been thought about leading to an Automatic Timetable Generator that will streamline the
timetable creation process. This tool will empower educational institutions to generate schedules
effortlessly while considering the availability of essential resources like lecturers and classrooms.
It will offer the flexibility to adjust timetables according to specific requirements,
accommodating factors such as student availability, technical resources, lecturer schedules,
substitutes, lecture rooms, and lecture plans. The problem identification highlights the need for
optimizing timetable generation by considering factors like workload, in the university with
diverse courses and faculties.

1.2. Background:
Uganda Martyrs University is a renowned institution committed to academic excellence in
Uganda. However, the university still relies on manual processes, especially in the creation of
lecture timetables. This outdated approach is time-consuming and prone to errors, leading to
scheduling conflicts and inefficient use of resources. The university must modernize to maintain
its dedication to quality education and streamline administrative operations. Implementing an
Automatic Timetable Generator system will be essential to address these challenges, ensuring
optimal resource utilization, and ultimately enhancing the academic experience for both students
and faculty at Uganda Martyrs University.

1.3. Project Motivation:

The driving force behind this project is a deep appreciation for the significant role that
streamlined administrative processes play in the academic ecosystem of Uganda Martyrs
University. As a university deeply committed to academic excellence, it will be essential to
optimize operational efficiency and streamline administrative workflows. We recognize the
challenges inherent in manual timetable creation, including time consumption and potential for
errors, and believe that embracing technological advancements is necessary to modernize this
critical aspect of university management. An Automatic Timetable Generator that can streamline
the process, reduce errors, and improve overall efficiency will be developed.

1.4. Problem Statement:

At Uganda Martyrs University, creating lecture timetables manually is a challenging process that
leads to scheduling conflicts, inefficient resource allocation, and time-consuming efforts. Despite
the institution's commitment to academic excellence, relying on this outdated method hampers
administrative efficiency and increases the likelihood of errors. With the university expanding its
academic offerings and student enrollment, the complexities of timetable creation will further
exacerbate the challenges faced by administrators. Thus, implementing an Automatic Timetable
Generator will be necessary to modernize the process, streamline it, and improve overall
efficiency. Our goal will be to develop an Automatic Timetable Generator system that not only
relieves the burden of manual scheduling but also enables administrators to allocate resources
more effectively, ultimately enhancing the efficiency and effectiveness of academic operations at
Uganda Martyrs University.

1.5. Research Objectives:

The main goal of this study is to create a customized Automatic Timetable Generator system for
Uganda Martyrs University. This system will simplify the timetable creation by considering
various factors such as lecturer availability, classroom allocation, and course scheduling. The
research will also aim to optimize timetable generation by fulfilling both hard and soft
constraints to produce feasible and optimized schedules.

1.6. Specific objectives:

The following are the specific objectives we aim to achieve for Uganda Martyrs University
through the development of a user-friendly timetable generation system:

1. Develop a user-friendly timetable generation system that is tailored to the specific needs
and requirements of Uganda Martyrs University.
2. Implement an automated scheduling algorithm that will efficiently assign courses,
instructors, and classrooms while taking into account constraints such as course
prerequisites, instructor availability, and room capacities.
 3. Integrate dynamic adjustment features into the system to accommodate changes in course
offerings, instructor availability, and unexpected scheduling conflicts.
4. Enhance system flexibility so that it can support various academic departments and
programs while maintaining consistency and coherence across timetables.
5. Incorporate user feedback mechanisms into the system for continuous improvement of
usability, accuracy, and effectiveness.
6. Ensure that the system is compatible and interoperable with existing university
information systems and databases for seamless data exchange.
7. Conduct comprehensive testing and validation to verify accuracy, reliability, and
efficiency under various scenarios.
8. Provide comprehensive documentation and training materials for smooth adoption.

1.7. Significance of Research:

The implementation of a timetable generator system at Uganda Martyrs University can bring
significant benefits in terms of operational efficiency, resource utilization, academic quality,
flexibility, data-driven decision-making, stakeholder satisfaction, and competitive advantage.

Firstly, a well-designed timetable generator system can streamline the scheduling process,
reducing the time and effort required by administrators to create and manage timetables, thereby
improving operational efficiency.

Secondly, the system can optimize the allocation of courses, instructors, and classrooms,
maximizing the utilization of university resources. This includes better utilization of classroom
spaces, more balanced distribution of teaching loads among instructors, and improved alignment
of courses with student demand.

Thirdly, a well-organized timetable can contribute to a better learning environment for students
by ensuring that classes are scheduled at optimal times and locations, thereby improving
academic quality.

Fourthly, the system's ability to dynamically adjust schedules in response to changes in course
offerings, instructor availability, and other constraints enhances the university's ability to adapt
to changing circumstances, providing flexibility and adaptability.
Fifthly, by collecting and analyzing data on course scheduling patterns, resource utilization, and
other relevant metrics, the system can provide valuable insights to university administrators,
enabling data-driven decision-making processes related to curriculum planning, resource
allocation, and academic program development.

Sixthly, implementing an intuitive and user-friendly timetable generator system can improve
satisfaction among university stakeholders, including administrators, faculty members, and
students, thereby improving stakeholder satisfaction.

Lastly, a well-implemented timetable generator system can provide Uganda Martyrs University
with a competitive advantage in the higher education landscape, attracting and retaining top
talent among faculty, staff, and students, and enhancing its reputation.