D

evelopment of an Automated Class

Scheduling System for Face-to-Face
Learning at Makati Science
Technological
Institute

SOLID BAI’S CAPSTONE PROJECT

MEMBERS:
Leader: Amorin, Jayveen
Programmer: Mellizo, Mark john
Arcega, Mark Denzel
Documentation: Tisang, Michael
Avanica, Dave Darryl
Tuliao, Jaylord
Birguelles, Carl John
Sanjose, Zedricke
TABLE OF CONTENTS.

 Introduction
1.1 ........................................................................
 Statement of the problem
1.2 .............................................................
 Objectives
1.3 ..........................................................................
 Limitation
1.4 ..........................................................................
 Data Flow/ Process
1.5 ............................................................
 Context Diagram
1.6 ................................................................
 Conclusion
1.7 ........................................................................
I. Introduction 1.1:

Managing class schedules is a vital yet complex task in any academic institution, especially when
catering to the unique needs of students, faculty, and available resources. At the Makati Science
Technological Institute, traditional manual scheduling methods have proven to be both time-
consuming and prone to conflicts, often leading to inefficiencies in the allocation of classrooms,
instructors, and course offerings. With the return to face-to-face learning, the importance of a
well-organized scheduling system becomes even more apparent, as it directly affects the smooth
operation of academic programs.

This project aims to develop an automated class scheduling system tailored to the specific
requirements of the Institute. By integrating modern technology and automation, the system will
streamline the scheduling process, minimizing human errors and ensuring that schedules are
optimized for both faculty and students. The system will not only reduce administrative workload
but also improve overall productivity, enabling the institution to focus on its core mission:
providing quality education.

The development of this system is particularly timely as institutions like ours strive to adapt to
the evolving landscape of education, where efficiency and flexibility are paramount. With this
project, we hope to create a reliable and scalable solution that will enhance the management of
face-to-face classes and contribute to the smooth operation of the school’s academic functions.
 II. Statement of the problem 1.2:

At Makati Science Technological Institute, managing class schedules manually has become a major
challenge. The process is slow, tedious, and prone to mistakes, often resulting in scheduling conflicts,
such as overlapping classes, double-booked classrooms, or instructors being assigned to multiple classes
at the same time. These issues disrupt the flow of academic activities, create confusion, and increase the
workload for the administrative staff, all of which can negatively affect both students and faculty and
because of this school has many students there is always problem in scheduling in face-to-face rooms.

Some specific problems include:

Time-consuming and inefficient scheduling: The current manual system takes too much time and effort
to create and manage schedules, especially when adjustments need to be made at short notice.

Frequent scheduling conflicts: Errors like class overlaps or misassigned faculty are common, leading to
confusion and disruption for everyone involved.

Poor use of resources: Classrooms and instructors aren’t always used efficiently, which can result in
overcrowded classes or, conversely, resources sitting idle.

Difficulty handling last-minute changes: Making adjustments to the schedule when courses, instructors,
or room availability change can be a complicated process, often introducing more errors.

Lack of real-time updates: Students and faculty don’t always have access to the most up-to-date class
schedules, making it harder for them to manage their time and avoid misunderstandings.

This project aims to solve these problems by developing an automated scheduling system that will make
the process faster, more accurate, and easier to manage. It will not only reduce the chance of human error
but also help ensure that resources like classrooms and faculty are used more effectively. By offering real-
time updates, the system will provide transparency and convenience to both students and staff.
III. Objectives 1.3:

Objectives:

1. To create an automated system that efficiently organizes class schedules without time
conflicts, ensures rooms are available, and assigns instructors properly.

2. To save time and effort in scheduling, so school staff can focus on more important
tasks that help the school run smoothly. by reducing manual scheduling, the
administrative process becomes faster and easier.

3. To enhance flexibility and adaptability, ensuring that the system can accommodate
changes such as instructor availability, course demand, and classroom capacity with
minimal disruptions.

4. To ensure accuracy and reliability in scheduling by minimizing human errors and

inconsistencies, leading to more organized and predictable class sessions for both
students and instructors.
IV. Limitations 1.4:

1. The system will focus only on creating schedules for face-to-face classes and may not be
suitable for fully online or hybrid learning setups.

2. It may not account for sudden or last-minute changes in instructor availability, which
would still require manual adjustments.

3. The system depends on accurate data input (such as available rooms, instructors, and
subjects), and any incorrect data may lead to scheduling conflicts.

4. The system is designed primarily for use at Makati Science Technological Institute, so it
may require significant modifications to be used in other schools with different
scheduling needs.

5. It may not handle highly complex or specialized scheduling scenarios, such as classes
requiring unique equipment or facilities.
V. Data flow/Process flow 1.5:
VI. Context diagram 1.
 VII. CONCLUSION

In summary, effectively managing class schedules is essential to the smooth operation of any
academic institution, especially now with the return to face-to-face learning. At the Makati
Science Technological Institute, the traditional manual scheduling process has proven to be time-
consuming and prone to errors, leading to conflicts in classroom assignments and teaching loads.
The development of an automated scheduling system directly addresses these issues, allowing
for better use of resources, reducing mistakes, and minimizing scheduling conflicts.

By integrating automation, this system will not only ease the administrative burden but also
improve the overall experience for both faculty and students, ensuring that classes run smoothly
and efficiently. As the educational landscape continues to shift, with an increased focus on
flexibility and efficiency, adopting modern solutions like this is critical. This project is more than
just a technical upgrade—it represents a step toward a more effective and responsive institution
that can adapt to future demands, ultimately contributing to a higher quality of education for
everyone involved.

In short, this automated scheduling system will help create a more organized, efficient, and
student-centered learning environment, ensuring the Institute remains agile and prepared for the
challenges ahead.