Classroom Management

System

HCCSA(45400)

HC Project Work

Project Members : Cheung Chi Hang ( )

Fung Chun Kit ( )

Lui Wai Keung ( )

Contents
Page
Contents 1
Executive Summary 2
System Development Proposal 3
Background 4
Disadvantages of Old System 5

Classroom Management System

Classroom Management System 6
Proposed Users 7
Proposed Computerized Processes 7
Function of CMS 8
Advantages of CMS 9-10
Conclusion 10

1
Executive Summary

When the propose system works, it provides a fast and flexible

searching method to find out useful information and easy
modification. Besides, it provides a fast recording information in
the new system. The data are more accurate by replacing using
paper work with using the new system. The working environment
should be better after running the management system because the
system would decrease the workload. So, it is more convenient on
management and efficiency would be increased.

Subject to the current situation, we propose a computerize

management system to handle the issue. It calls the “Classroom
Management System”.

2
System Development Proposal

There is a continual annoyance during each academic year. It need to

prepare the timetable and arrange different types of room to student.
Different types of rooms would have different capacity and usage.

Timetable Officers and teachers have to take a long time to prepare a

timetable and it is hardly to organize or arrange timetable between
rooms, teachers and classes; And also, it is hardly to find out or modify
information, data and room reservation from a wide range of record
books. Therefore, academic staffs need an effective way to handle the
problems.

A new computerized system will be introduced to ABC Institute, it.is

called “Classroom Management System” (hereinafter it’s called
“CMS”).

CMS would have the details of rooms available in the institution. The
computerized system is accurate, efficient, effective, convenience to
create timetable and allocate different kinds of rooms.

Besides the above mentioned, the new computerized system can also
provide online’s classroom reservation service for Teachers, students or
any union in the institute. All procedures are flexible and user-friendly
to users.

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4
Background

In ABC Institute, there is a heavy workload in its daily routine especially in

the early of new academic year. Staff and timetable officers are busy to
arrange the different venue for different classes. They would make a first
draft of venue allocation, but there is still needed a lot of paper work for
recording.

First, academic staff should know the capacities of the rooms. For example,
Lecture Hall can accommodate more three classes; Computer Lab is one or
two classes. Each tutorial room can accommodate one class only.

Second, academic staff would draft timetables and keep records for future
use.

Finally, the timetable is finalized; Rooms can be available for user. Then
a lot of records will be maintain or update after modification. Teacher or
student could query free rooms and make reservation.

Because of the complication of making timetable, timetable officer have to

devote a many efforts and spend lots of time for making timetable every
year.

The following is the information of capacity of 4 types of rooms.

Lecture Hall : 4 Classes

Classroom : 1 or 2 Classes
Tutorial Room : 1 Class
Computer Lab : 1 or 2 Classes

Unit of time slot for reservation is ONE hour.

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Disadvantages of old system

Inaccurate
All procedures and records are recorded to record book manually by staff,
mistakes are very easy to be made.

Lots of Paper Works

Due to need to keep a record for room reservation, lots of information of
reservation is needed to be record to Reservation Record Book, and need to
prepare some reports of reservation from Reservation Record Book when
need, so lots of paper works need to be done.

Waste Time
Due to lots of paper work, staff also need to spend lots of time on it. Time is
wasted.

Ineffective and Inefficient

All procedures of timetable making, room reservation or report generation
are done manually, most the time, it’s needed to take a long time, so it is
ineffective and inefficient and the productivity of staff is very low.

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Classroom Management System
Classroom Management System (hereinafter it is called “CMS”) is a flexible
computerized system as to check, make or cancel reservation for room. It has
just determine by the initial setup of the rooms number and timetable of
using the room.

CMS provides less paper works for recording the records. The data should be
more accurate by replacing using paper works with CMS. The system can be
generated different types of reports according to class, teacher or room
information.

CMS is a convenient way to general query for all users. Teacher or student
can check the timetable online through intranet or internet.

There is no more anxieties about the security of the new system. The main
authorization determines by the administrator. The system divides into three
parts. One of the parts contains personal data as student information. This
part can be accessed by the administrator or authorized person. The remain
parts contain the timetable and room information. Both of them can be
access by all users through online internet.

One of the characteristics of CMS is any one authorized person can access
CMS through the intranet or internet. Besides, it would have the function of
booking, checking and generating different kinds of reports.

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CMS is designed for the following users:-

Teacher : All teachers can access the system to query free room
and make reservation.

Student : All students are able to query free rooms.

Timetable Officer : The timetable officer can input the final timetable and
produce outputs for each class, each teacher and each
room.

All users : All users can retrieve individual finalized timetable.

Administrator : The administrator will setup the system and maintain

the system.

The system needs to be computerized :

1. A process for system initial setup

2. A process for maintaining staff /student
3. A process for staff / student login
4. A process for timetable officer to input final timetable
5. A process for query Tutorial Room / Lecture Hall / Computer Lab
reservation
6. A process for teacher / student checking timetable
7. A process for making reservation of Tutorial Room / Lecture Hall /
Computer Lab
8. A process for canceling reservation of Tutorial Room / Lecture
Hall / Computer Lab
9. A process for canceling class and making up class
10. A process for generating reports Tutorial Room / Lecture Hall /
Computer Lab

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Functions of CMS

Initial setup : System administrator will enter all the details of the
rooms available in the institution, including the room
number, the type of the room and the capacity in number
of class.

Timetable setup : Timetable officers enter the class details, including the
course number and group ID. Timetable officers also
enter the teacher id and name into system.

Timetable entry : Timetable officers enter the finalized timetable into

system. Hardcopies of the timetable can be generated
according to class, teacher, or room.

General query : All users can check the timetable online through intranet
query free rooms according to specific requirement, eg.
Date, time, etc.

Class cancellation : Teachers or students can cancel their reservation within a

month, Consequently, the room will be released for free
booking. Records of changes will be maintained.

Room booking : Teachers or students can query the free rooms and make
reservation if necessary. Records of changes will be
maintained.

Report : Different kind of reports can be generated for different

ways of usage for staffs or teachers or administrator.

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Advantages of the Classroom Management System

Accurate
All processes of timetable making and room reservation will be done by the
CMS, little human efforts are needed to be involved, so little mistakes would
be made.

Effective
CMS provides simplest ways to help users to prepare a timetable and
generate different types of reports.

Efficient
All procedures are done by computerized system, proceed time is much
faster than manual. It just needs a very short time to generate reports or
information from database.

Flexibility
We have considered the supply of rooms would be different every year or a
specific period of time, it will affect timetable arrangement directly. CMS
can add, delete or modify numbers, types and capacity of rooms.

Less Paper Works

Due to all processes of timetable making and room reservation and its’
recording procedures are done by CMS, no record is needed to be record to
Reservation Record Book, lots of paper works can be eliminated.

Convenience
For room reservation, user can be completed the room reservation process
with just entering fews information

For timetable preparing, CMS can help Timetable Officer to check the
overlap of Classes, Teachers and rooms.

For generating reports, user can print any reports with a simple procedure; It
just needs to input fews information for generating reports.

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All Kinds of Rooms Are Fully Utilized
Online room reservation can be done by CMS, all rooms can be retrieved or
released immediately through intranet, users can always get the updated
status for room, therefore, all rooms can be fully utilized with CMS.

Increase Productivity
A lot of process time for room reservation and timetable making can be
reduced by CMS,
Staff can save lots of time from it, staff can do more thing.

Easy To Manage Resources

Secure
Administrator will assign different authorities to different users. It can limit
and control users’ activities, and can limit the resources they can be
retrieved.

After-Sale-Service
User Training
We will provide Training Course to ABC Institute for training staff to use the
new computerized system.

On Site Support
We wil provide on site support if necessary. Just phone to our compnay, our
staff will arrange On-Site-Support for your institiute.

Telephone Inquiry
If just got problem with using CMS, user can phone us, our technician will
be appreciated to help you to solve the problem through telephone.

Fax / E-mail Inquiry

We also welcome user to ask questions by fax or by e-mail, our technician
will take a prompt action to your problems.

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Conclusion
To increase the productivity, efficiency, accuracy and room fully utilization,
the institute should have an efficient, effective and high potential system.

On the basis of advantages, we have provided an excellent computerized

system for ABC Institute – Classroom Management System (CMS), it is no
doubt to use CMS in ABC Institute.

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