TIMETABLE APPLICATION

FOR VALLEY UNIVERSITY OF SCIENCE AND TECHNOLOGY.

BY

Annah Akansasira

21/VUST/DIT/0004

A RESEARCH PROJECT PROPOSAL SUBMITTED TO THE DEPARTMENT OF

SCIENCE IN INFORMATION TECHNOLOGY AS A PARTIAL FULFILMENT
OF THE REQUIREMENTS FOR THE AWARD OF DIPLOMA IN
INFORMATION TECHNOLOGYAT VALLEY UNIVERSITY
OF SCIENCE AND TECHNOLOGY.

FEB, 2023

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 DECLARATION

I AKANSASIRA ANNAH hereby declare that this proposal is my own work and has never been
presented to any institution of higher learning for any award or qualification.

Signature………………………………………………… Date
……………………………………

21/VUST/DIT/0004

AKANSASIRA ANNAH

ii
 APPROVAL

This is to certify that this proposal has been prepared under my supervision and is now ready for
submission for further consideration.

Signature…………………………………………… Date
………………………………………

MR. SMITH RUMANZI

Academic Supervisor

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 TABLE OF CONTENT
DECLARATION.............................................................................................................................ii
APPROVAL...................................................................................................................................iii
ACRONYMS..................................................................................................................................iv
DEFINITION OF TERMS..............................................................................................................v
1.1 BACKGROUND OF THE STUDY..........................................................................................8
1.5 Scope of study..........................................................................................................................10
1.5.1 Geographical scope...............................................................................................................10
1.5.2 Time scope............................................................................................................................10
CHAPTER TWO...........................................................................................................................12
LITERATURE REVIEW..............................................................................................................12
1.0 Introduction.........................................................................................................................12
2.1 REVIEW OF RELEVANT THEORIEDS AND TECHNOLOGIES.....................................12
CHAPTER THREE.......................................................................................................................16
METHODOLOGY........................................................................................................................16
3.0 Introduction..............................................................................................................................16
3.1 Research design.......................................................................................................................16
3.2 Target Population and Sampling Design.................................................................................16
3.2.1 Target Population...........................................................................................................16
3.2.2 Sampling design...............................................................................................................16
3.2.3 Sampling techniques.......................................................................................................17
3.2.4 Sample size.......................................................................................................................17
3. 3 Data Collection.......................................................................................................................17
3.3.1 Questionnaires.................................................................................................................17
3.3.2 Observation......................................................................................................................17
3.3.3 Interviewing.....................................................................................................................18
3.3.4 Reading............................................................................................................................18
3.5 Development Tools..................................................................................................................18
3.5.1 Tools.................................................................................................................................18

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3.6 Ethical Considerations.............................................................................................................18
3.7 Conclusion...............................................................................................................................19
REFERENCES..............................................................................................................................20
APPENDICES...............................................................................................................................22
Appendix 1.....................................................................................................................................22
Estimated budget........................................................................................................................22
Appendix 2.....................................................................................................................................23

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 CHAPTER ONE

GENERAL INTRODUCTION
1.0 INTRODUCTION
Time table application for VUST is one of the difficult aspects. It is the actual making and use of
the Time table in the university.

So that time table application for the School of Computer studies is paramount for it offers the
school schedule for which the school goes by time table application for the School of Computer
studies goes hand in hand with the general time timetable because it must tally with other schools
and faculties for various reasons. One of such reasons is the same lecturer handles other classes
in other schools and faculties.

1.1 BACKGROUND OF THE STUDY

Valley University of Science and Technology is a private University in Uganda owned by the
Mukaira Foundation Limited. Valley University of Science and Technology is located in
Bushenyi district Western Uganda along Mbarara-Kasese road branching off Bushenyi
Magistrate court 500M off Nyaruzinga road. . The university offers both under graduate and
graduate programs on full-time as well as part time basis during the day; evening and weekend.
At VUST, academic programmes run on semester basis except the access program and in-service
education courses that run on separate schedules. Class scheduling is a problem because of the
classrooms available, most especially when the inservice people are around at campus,
classrooms are limited for huge number of students from various courses and clash between
subjects.

1.2 PROBLEM OF THE STATEMENT

The available system currently builds or generates a set of timetables, but most times have issues
with generating a clash-free and complete timetable. The tedious tasks of data introduction and
revision of usually incomplete solutions are the bottlenecks in this case (Luisa et.al, 2006). Most
educational institutions have resorted to manual generation of their timetables which according

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to statistics takes much time to get completed and optimal. Even at the optimal stage of the
manually generated timetable, there are still a few clashes and it is the lecturer that takes a
clashing course that works out the logistics of the course so as to avoid the clash.

1.3 Purpose of the project.

The purpose of the study is to develop and implement a fully integrated, interactive, flexible and
scalable web based timetable that will replace the current manual system.

1.4 Objectives of the study.

 To analyze the current system.

 To design a web based timetable.
 To bring approved timetable closer to users.
 To be able to optimize the algorithm used in today’s timetable system.
 To bring approved timetable closer to users.

1.5 Scope of study

1.5.1 Geographical scope

The area of study will be Valley University of Science and Technology located in Bushenyi
district Western Uganda along Mbarara-Kasese road branching off Bushenyi Magistrate court
500M off Nyaruzinga road.

1.5.2 Time scope

The study will be done from Feb, 2023 to June, 2023.

1.6 SIGNIFICANCE OF THE STUDY

The reasons for this work are outlined below

i. The proposed system will provide an attractive graphical front-end for the
administrators and students (mobile platform).
ii. It will improve flexibility in timetable construction.
iii. The system will save time.

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iv. Productivity will be improved.
v. The system can be revised i.e. its backend can be revised.
vi. Proper recording of class size, number of courses offered, number and capacity of
available lecture halls.

v. Efficient execution of academic activities.

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 CHAPTER TWO

LITERATURE REVIEW.

1.0 Introduction
A timetable is an organized list, usually set out in tabular form, providing information about a
series of arranged events in particular, the time at which it is planned these events will take
place. They are applicable to any institution where activities have to be carried out by various
individuals in a specified time frame. From the time schools became organized environments,
timetables have been the framework for all school activities. As a result, schools have devoted
time, energy and human capital to the implementation of nearly optimal timetables which must
be to satisfy all required constraints as specified by participating entities (Robertus, 2002). The
timetable is an organized list, usually set out in tabular form, providing information about a
series of arranged events in particular, the time at which it is planned these events will take
place. They are applicable to any institution where activities have to be carried out by various
individuals in a specified time frame. From the time schools became organized environments,
timetables have been the framework for all school activities. As a result, schools have devoted
time, energy and human capital to the implementation of nearly optimal timetables which must
be to satisfy all required constraints as specified by participating entities (Robertus, 2002). The
problem is being studied for last more than four decades, but a general solution technique for it is
yet to be formulated (Datta D. et.al, 2006). Timetabling problem is one of the hardest problem
areas already proven to NPcomplete and it is worthy of note that as educational institutions are
challenged to grow in number and complexity, their resources and events are becoming harder to
schedule (Ossam Chohan, 2009).

2.1 REVIEW OF RELEVANT THEORIEDS AND TECHNOLOGIES.

Solutions to timetabling problems have been proposed since the 1980s. Research in this area is
still active as there are several recent related papers in operational research and artificial
intelligence journals. This indicates that there are many problems in timetabling that need to be
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solved in view of the availability of more powerful computing facilities and advancement of
information technology (S.B. Deris et.al, 1997). The problem was first studied by Gotlieb
(1962), who formulated a class-teacher timetabling problem by considering that each lecture
contained one group of students, one teacher, and any number of times which could be chosen
freely. Since then the problem is being continuously studied using different methods under
different conditions. Initially it was mostly applied to schools (de Gans, 1981; Tripathy, 1984).
Since the problem in schools is relatively simple because of their simple class structures,
classical methods, such as linear or integer programming approaches (Lawrie, 1969; Tripathy,
1984), could be used easily. However, the gradual consideration of the cases of higher secondary
schools and universities, which contain different types of complicated class-structures, is
increasing the complexity of the problem. As a result, classical methods have been found
inadequate to handle the problem, particularly the huge number of integer and/or real variables,
discrete search space and multiple objective functions. This inadequacy of classical methods has
drawn the attention of the researchers towards the heuristic-based non-classical techniques.
Worth mentioning non classical techniques that are being applied to the problem are Genetic
Algorithms (Alberto Colorni et al., 1992), Neural Network (Looi C., 1992), and Tabu Search
Algorithm (Costa D., 1994). However, compared to other non-classical methods, the widely used
are the genetic/evolutionary algorithms (GAs/EAs). The reason might be their successful
implementation in a wider range of applications. Once the objectives and constraints are defined,
EAs appear to offer the ultimate free lunch scenario of good solutions by evolving without a
problem solving strategy (Al-Attar A., 1994). A few worth mentioning EAs, used for the school
timetabling problem, are those of Abramson et al. (1992), Piola R.(1994), and Bufe et al. (2001).
Similarly, EAs, used for the university class timetabling problem, are those of Carrasco et al.
(2001), Srinivasan et al. (2002) and Datta et al... Since 1995, a large amount of timetabling
research has been presented in the series of international conferences on Practice and Theory of
Automated Timetabling (PATAT). Papers on this research have been published in conference
proceedings, see e.g., (Burke & Carter, 1997) and (Burke & Erben, 2000), and three volumes of
selected papers in the Lecture Notes in Computer Science series, see (Burke & Ross, 1996),
(Burke & Carter, 1998), and (Burke & Erben, 2001). Additionally, there is a EURO working
group on automated timetabling (EUROWATT) which meets once a year regularly sends out a
digest via e-mail, and maintains a website with relevant information on timetabling problems,

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e.g., a bibliography and several benchmarks. Fang (1994), in his doctoral thesis, investigates the
use of genetic algorithms to solve a group of timetabling problems. He presents a framework for
the utilization of genetic algorithms in solving of timetabling problems in the context of learning
institutions. This framework has the following important points, which give you considerable
flexibility: a declaration of the specific constraints of the problem and use of a function for
evaluation of the solutions, advising the use of a genetic algorithm, since it is independent of the
problem, for its resolution. Gröbner (1997) presents an approach to generalize all the timetabling
problems, describing the basic structure of this problem. Gröbner proposes a generic language
that can be used to describe timetabling problems and its constraints. Chan (1997) discusses the
implementation of two genetic algorithms used to solve class-teacher timetabling problem for
small schools. Oliveira (Oliveira and Reis, 2000) presents a language for representation of the
timetabling problem, the UniLang. UniLang intends to be a standard suitable as input language
for any timetabling system. It enables a clear and natural representation of data, constraints,
quality measures and solutions for different timetabling (as well as related) problems, such as
school timetabling, university timetabling and examination scheduling. Fernandes (2002)
classified the constraints of class-teacher timetabling problem in constraints strong and weak.
Violations to strong constraints (such as schedule a teacher in two classes at the same time) result
in an invalid timetable. Violations to weak constraints result in valid timetable, but affect the
quality of the solution (for example, the preference of teachers for certain hours). The proposed
algorithm, evolutionary, has been tested in a university comprising 109 teachers, 37 rooms, 1131
a time interval of one hour each and 472 classes. The algorithm proposed in resolving the
scheduling without violating the strong constraints in 30% of executions. Eley (2006) in
PATAT'06 presents a solution to the exam timetable problem, formulating it as a problem of
combinatorial optimization, using algorithms Ant, to solve. Analyzing the results obtained by the
various works published, we can say what the automatic generation of schedules is capable of
achieving. Some works show that when compared with the schedules manuals in institutions of
learning real, the times obtained by the algorithms for solving the class-teacher timetabling
problem are of better quality, since, uses some function of evaluation.

There are two main problems in timetabling. The first one is related to the combinatorial nature
of the problems, where it is difficult to find an optimal solution because it is impossible to
enumerate all nodes in such a large search space. The second one is related to the dynamic nature

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of the problems where variables and constraints are changing in accordance with the
development of an organization (S.B. Deris et al., 1997). Therefore, a timetabling system must
be flexible, adaptable and portable, otherwise the users will not use the system optimally or even
as decision aids such as for storing, retrieving, and printing timetables, when the timetable
planning decisions are made manually. In addition, most of the universities adopting a semester
system give freedom to students to choose subjects provided that all pre-requisites are satisfied.
This situation further complicates the construction of a timetable. Various techniques have been
proposed to solve timetabling problems. These techniques are neural networks (Gianoglio P,
1990), heuristics (Wright M, 1996), graph coloring, integer programming, Genetic Algorithms
(Burke E. et al., 1994; Paechter B. et al., 1994), knowledge-based, and constraint logic
programming (Lajos, 1995). The models formulated by some of these techniques cannot be
easily reformulated or customized to support changes, hence the selection of the genetic
algorithm for the implementation of this project.

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 CHAPTER THREE
METHODOLOGY
3.0 Introduction
In order to achieve the specific objectives stated, a set of methods will be used. System
requirements will be achieved using different data collection techniques. System design will be
achieved using entity relation diagrams and data flow diagrams. The system will be implemented
using different programming languages. Finally system will be tested and validated to check for
errors in the system which will be designed and see if the system does what it is intended for.

3.1 Research design

The study will employ both descriptive analytical research design in collection and analysis of
data to enable the researcher systematically collect and present data. Both quantitative and
qualitative data will be used to aid in depth data collection. Under qualitative method,
questionnaires will be administered while the quantitative method figures and tables will be used
to give a clear picture.

3.2 Target Population and Sampling Design

3.2.1 Target Population
According to Mouton (1996), a population is a collection of objects, events or individuals
having some common characteristics that the researcher is interested in studying. According to
Babbie and Mouton (2001), the population for a study is that group (usually of people) about
whom we want to draw conclusions. The study population will include lecturers and students of
Valley University of Science and Technology.

3.2.2 Sampling design.

A sampling design is a definite plan for obtaining a sample from a given population. It refers to
the technique or the procedure the researcher would adopt in selecting items for the sample. Best
and Khan, (2006). To ensure samples are equally selected from the population the study will
employ probability sampling design during data collection from respondents where by the
respondents are chosen randomly for the study.

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3.2.3 Sampling techniques
These are the procedures which the researcher will adopt in selecting samples from the
population. Researcher will adopt a simple random sampling technique and also purposive
sampling technique because of the study employ quantitative research and qualitative research
approaches.

3.2.4 Sample size

The sample size will be one hundred twenty three (123) and this size consists of the following
113 students and 10 lecturers. The researcher will use a formulated table by Krejcie and Morgan
(1970) shown in appendix three to come up with the sample size.

Target Population Sample size

Students 160 113

Lecturers 20 10

Total 180 123

3. 3 Data Collection
The following methods will be used to collect data:

3.3.1 Questionnaires
The researcher will use a close ended questionnaire with a little provision of an open ended
format as well. By doing so it will be possible to obtain accurate and useful information that’s to
say facts, opinions and ideas.

3.3.2 Observation
Observation will be used to get information about the problems of how the timetable crushes.
The researcher will use this method to acquire proof of information gathered through other
techniques or methods. By noticing what’s happening in the school the researcher will be able to
record on paper what will been noticed.

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3.3.3 Interviewing
An interview is a data collection technique that involves oral questions of respondents either
individually or as a group. The researcher will be able to identify groups of people who have
been seriously affected by timetable crushes that’s to say lecturer who have had past experience
with such problems, requested if these individuals will be able to help the researcher carry out
the interview to better understand the different situations each one had experienced.

3.3.4 Reading
Documentation and literature on available control data management or related systems were
studied. This will be done by reading of relevant Journals; some relevant software also have
documentation which will be studied, for example Visual Basic and access. This is important for
the establishment of the control data management system.

3.5 Development Tools

The system will be developed using the system development life cycle. During the planning
step, the researcher will identify the scope and the boundary of the system and plan the
development strategy and goals. In the analysis stage, the researcher will study and analyze the
problem, causes and effects of the system and also analyze the requirements that will be required
for the development of the new system. The researcher will then design the new system and
develop a prototype .In the implementation stage, the system will put into use then the system
will be developed using modem technology tools.

3.6 Ethical Considerations

The researcher will obtain a research clearance from the VUST Research Ethics Committee. The
researcher obtained consent from all the institutions in which data will be collected. According to
Beheshti (2006), when a scholar is conducting research, she /he is responsible to fellow
researchers, respondents, society as well as to herself/ himself to maintain confidentiality.
Therefore, the researcher was obliged to:

• Obtain informed consent from all the participants. With the use of the cover letter from the
Valley University of Science and Technology, the scholar will provide adequate information
regarding the purpose of the study and about the rights of the participants.

15
• Secondary data by other authors was referenced and cited in the research.

3.7 Conclusion
This chapter will explain all the possible methods that enhanced the effectiveness of the
proposed system. This will be in line with the use of the methodologies described in its various
stages of which range from feasibility study of the current system definition of requirements and
solution of technical system.

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 REFERENCES

1. Al-Attar, A.(1994). White Paper: "A hybrid GA-heuristic search strategy." AI Expert,
USA
2. Alberto, C., Marco D., Vittorio, M. (1992). "A Genetic Algorithm to Solve the Timetable
Problem" Journal of Computational Optimization and Applications, 1, 90-92.
3. Bufe, M., Fischer, T., Gubbels H., Hacker C., Hasprich O., Scheibel C., Weicker K.,
Weicker N., Wenig M., & Wolfangel C. (2001). Automated solution of a highly
constrained school timetabling problem - preliminary results. EvoWorkshops, Como-
Italy.
4. Bufe, M., Fischer, T., Gubbels H., Hacker C., Hasprich O., Scheibel C., Weicker K.,
Weicker N., Wenig M., & Wolfangel C. (2001). Automated solution of a highly
constrained school timetabling problem - preliminary results. EvoWorkshops, Como-Italy
5. Costa, D. (1994). "A tabu search algorithm for computing an operational timetable."
European Journal of Operational Research, 76(1), 98-110
6. Datta, D., Deb K., & Fonseca, C.M.(2006). Multi-objective evolutionary algorithm for
university class timetabling problem, In Evolutionary Scheduling, Springer-Verlag Press.
7. de Gans O.B.(1981). "A computer timetabling system for secondary schools in the
Netherlands". European Journal of Operations Research,7, 175-182.
8. Eley, M. (2006). "Ant Algorithms for the Exam Timetabling Problem." 6 th International
Conference on the Practice and Theory of Automated Timetabling, PATAT’06
9. Fernandes, C. (2002). "Infected Genes Evolutionary Algorithm for School Timetabling."
WSES International Conference
10. Gotlieb, C .C. (1962). "The construction of class-teacher timetables." Proceedings of
IFIP Congress, North-Holland Pub. Co., Amsterdam, 73- 77
11. Lawrie, N.L. (1969). "An integer programming model of a school timetabling problem."
The Computer Journal, 12, 307-316.
12. Ossam, C. (2009). "University Scheduling using Genetic Algorithm." Master Thesis -
Department of Computer Engineering, Dalarna Univeristy, 3-4.

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13. Piola, R. (1994). "Evolutionary solutions to a highly constrained combinatorial
problem." In Proceedings of IEEE Conference on Evolutionary Computation (FirstWorld
Congress on Computational Intelligence), Orlando, Florida, 1, 446-450
14. Robertus J. W. (2002). School timetable construction-Algorithm and Complexity, 1st ed.
Netherlands: University of Eindhoven Press
15. S. B. Deris, S. Omatu, H. Ohta, P. A. B. D. Samat(1997)."University timetabling by
constraint based reasoning: A case study" Journal of the Operational Research Society,
48(12), 2-4.
16. Srinivasan D., Seow T.H., & Xu J.X.,(2002). "Automated time table generation using
multiple context reasoning for university modules." In Proceedings of IEEE International
Conference on Evolutionary Computation (CEC'02), 1751-1756.

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APPENDICES

Appendix 1
Estimated budget
REQUIREMENTS AMOUNT (UGX)

Transport 10,000

Proposal writing 50,000

Airtime 10,000

System design 150,000

Photocopying 20,000

Printing 15,000

Binding 10,000

Miscellaneous 50,000

Total 315,000

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Appendix 2

NO Activity Period Outcome Work plan for

the proposed
1 Concept paper writing 3 days Concept paper system

2 Proposal drafting 2 weeks Project proposal

3 Data collection 1 week Related Information

4 Design (DFDs, ERDs,) 1 week System design

5 System development 1months System

6 System testing and approval 2 days Functional system

7 Report writing 1 week Report

8 Presentation I day Approved report

9 Report correction 1week Report

10 Binding 2days Report

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21
Appendix 3: A table formulated by Krejcie and Morgan

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