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1/24

EXAMINATION

INVIGILATION

SCHEDULING

SYSTEM

IN OPTIMISING

LECTURERS'

PREFERENCE

BY

ASSOCIATE

PROFESSOR

ONG MOOI

LIAN

LIEW LEE HUNG

JACQUELINE

SIM PHEK

KIM

DECEMBER

2006


2/24

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MARAFIAN

I

MAnA

SaRAWAK

Jalan

Meranek

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Kota

Sarraratran

Peti

Surat 125U

91912 Kuctring

Sarawak

No.

Ter

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677200

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082

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600-UiTMKS(URt.)C,St2t64|SKK)

Pm

Ong

Mooi

Lian

et al..

Pensyarah,

UiTM, Kampus

Samarahan

Tuan/Puan.

14

JUN,

2005

EXAMINATION

INVIGILATION

SCHEDUL'NG

SYSTEM

/N

OPT

IMISING

LEC

TURERS'

PREFERENCE

Perkara

diatas adalah

diruruk

Sukacita drmaklumkan

bahawa

setelah

menilar

cadangan

penyelidikan

Tuan/Puan.

Unit

Penyelidikan.

pembangunan

&

pengkomersitan

(

uRDC)

Sarawak. tclah membual

kcputusan

sepertr

berrkul:

1

Meluluskan

cadangan

penyelidikan

yang

dikemukakan

oteh

pihak

ruanlPuan

denga.

menggunakan

geran

dari rabung

Amanah,

uirM.

Sarawak.

2-

Tempoh penyelidikan

adalah

selama

1 tahun

(SAfU

TAHUN)

mulai

1B

7^t

.,

.T-t-.,

/\

JW,2005

hingga

17

J2rn,

2006.

/

J-

Kos

yang

dituluskan

iatah

sebanyak

RM

2748-00

(DuA

RtBU

TUJUH

RATUS

EMPAT PULUI,l

LAPAN

RINGGIT

SAHAJA)

Penggunaan

geran

yang

diruruskan

hanya

akan

diproses

seterah

perjan;ian

ditand

ata nga

ni

Semua

pembelian

peralatan

yang

kosnya

melebihi

RM 500

00

setiaf

saru

perlu

drbuat

melalui

Bahagian

Bendahari,

UiTll

Kampus

Samarahan.

Pihak

Tuan/Puan

JUga

dikehendaki

memaluhi

peral

u(an-p)e(aturan

yang

berkaitan

dengan

penerimaan

peralatan

tersebut

Panduan

penerimaan

peralatan

baru

dan

pengurus

annya dilampirkan

U5AT{A,

TAKl^/A.

MULIA


3/24

6.

sebarang

peralatanlkelengkapan

(termasuk

BUKU

dan

JURNAL)

yang

dibeli melaui

geran

ini

adalah

hak

milik

Kampus

Cawangan

dan

hendaklah

diserahkan

ke

URDC

setelah

penyelidikan

tamat

atau

ditamatkan

untuk

kegunaan

bersama.

7.

Pihak

Tuan/puan

dikehendaki

mengemukan

Laporan

Kemajuan

Penyelidikan

tiga

(3)

kali

didalam

tempoh penyelidikan

pada

tarikh

30

April,

31

Ogos

dan

31

Disember.

B' Setelah

tamat

pihak

Tuan/Puan

diminta

menyediakan

laporan

seperti

berikut.

i-

URDC

-

3 sarinan

(

1

sarinan

untuk

perpustakaan

Negeri)

ii.

Shah

Alam

-

1

salinan

iii.

Perpustakaan

UiTMKS

_

1

salinan

Komitmen

yang

pihak

Tuan

berikan

untuk

menjalankan

penyelidikan

amagah

dihargai.

Sekian

Terima

Kasih

'SELAMAT

MENJALANKAN

PENYELIDIKAN'

Prof.

Madya

Dr.

Jamil

Hj.

Hamali,

Pengarah

Kampus,

UiTM,

Sarawak

Yang

benar,


4/24

UNIT OF RESEARCH,

DEVELOPMENT

&

COMMERCIALIZATION

URDC

Universiti

Teknologi MARA

Sarawak

Kampus

Koh

Sarnarahan

Jolon

Msonef

94.3OO Koto Sqmtrohon

No-

Tel

'.082-6772ffi

No-

Foks

:082-6l/3OO

E-Mel:

&

\1't5)S:E;8

UNI\TERSITI

l-EK\{)1.{)cr

\{Aii.1.

Surat

Kami:

600-U

iTMKS(U

RDC.5/2/64/5KK)

Prof. Mayda

Ong Mooi

Lian

et.

al.,

Pensyarah,

UiTM,

Kampus

Samarahan.

19

Mei,2006

Tuan/Puan,

Lanjutan

Tempoh

Penyelidikan

"EXAMINATION

INVIGILATION

SCHED

ULING

S YS

TEM

I

N

O

PT

M

IS/fVG

LECT

U

RE RS' PREFER

E

N

C

E''

Perkara

diatas

adalah

dirujuk.

Sukacita dimaklumkan

bahawa

permohonan

Tuan

diluluskan

untuk tempoh

tiga

(3)

bulan berkuatkuasa 18

JULAI, 2006

-

1B

SEPTEMBER,

2006.

Diharapkan

dengan

perlanjutan

tempoh

ini,

membolehkan pihak

Tuan

menyiapkan

penyelidikan

tersebut sepedi

yang

dirancang.

Komitmen

yang

pihak Tuan berikan untuk

menjalankan

penyelidikan

amaflah

dihargai.

Sekian Terima Kasih

'SELAMAT

MEN JALANKAN PENYELIDI

KAN'

Yang

benar,

Pengarah

Kampus,

UiTM,

Kampus

Samarahan.

sk:

Penolong

Naib Canselor

(Penyelidikan)

USAHA.

TAQWA,

MULIA

@@

SO 90O1:2000

No. Siiil

3OO12-l


5/24

Date :

26 December

2006

Project

File

No.

:

600-UiTMKS(URDC.5/2/64/SKK)

Head

Institusi

Penyelidikan,

Pembangunan

&

Pengkomersilan

(IRDC)

Universiti

Teknologi

MARA

40450 Shah

Alam

Malavsia

Dear Professor

FINAL

RESEARCH

REPORT ON

*EXAMINATION

INVIGILATION

SCHEDULING SYSTEM

IN

OPTIMISING

LECTURERS' PREFERENCE''

With

reference

to the above

matter, enclosedherewith are three

(3)

copies of

the

final

research

report

entitled

"Examination

Invigilation

Scheduling System

in

Optimising

Lecturers'

Preference"

by

the research

team from

UiTM

Sarawak for your action.

For

your

information, this

project

was expanded from 17 July 2006

to

18 September

2006.

Thank

you.

Yours

faithfullv

"tw

Associate Professor

Ons

Mooi

Lian

Leader

Research

Project


6/24

RESEARCH

TEAM

MEMBERS

ASSOCIATE

PROFESSOR

ONG

MOOI

LIAN

Project

Leader

/h,r;

Signature

LIEW LEE HUNG

Team

Member

Signature

JACQUELINE

SIM PHEK

KIM

Team Member

t\

Signature


7/24

ACKNOWLEDGEMENTS

Foremost of

all,

we wish

to express

our

heartfelt

gratitude

to Associate

Professor

Dr.

Jamil

Haji

Hamali,

the

Campus

Director,

for his unwavering

support

in

entrusting us

with this

project.

Special

mention

also

goes

to

Associate

Professor

Dr.

Halab

Fatimah

Bujang,

the Deputy

Director

of

Academic

Affairs,

and

her

team

of

dedicated

and

efficient

personnel

from

the

Academic

Affairs Office. We

marvel

at

your efficiency

and

esprit de

corps even

when constantly

working

under

pressure to

provide

us

with

the much needed

information.

We

greatly

value

Associate

Professor

Dr.

Rosita

Haji

Suhaimi,

the

Head

of

Consultancy

and

Research Bureau,

for

her

timely

advice and

guidance

that had

been

instrumental

in

helping

us complete

this

project.

To Associate Professor

Iris

Syawe,

we record

our

thanks

and appreciation

for

her

relentless inspiration

and encouragement

which

had

been

pivotal

in

helping

us

focus

on the

end

result

of

this

project.

We

also treasure

Lee

Beng Yong

for

his

invaluable

advice

in

assisting

us innovate

this online

system

that

facilitates

scheduling

of

examination

invigilation

duties.

Especially,

to all

our colleagues

in

UiTM

Sarawak,

particularly

those

who

had

gone

the

extra mind

in

providing

us

with

constructive

feedback

on the system

and

the

invigilation

schedules:

the completion

of

this project

and

its

eventual

successful

implementation

of a

system

that

can

best meet

our

needs

would

certainly

not

have

materialised

had

it

not

been

for

your

strong

support

and contribution.

There

are

many

more

people

who had

spurred

us on

in

this

project

but

whose

names

we

may

have

unintentionally

left

out.

We thank you

and

hold you

in

high

esteem

for

being

part

of this

process

of

creating

a more

efficient

and

user-friendlier

examination

invigilation

scheduling

system.

ll


8/24

TABLE

OF CONTENTS

Acknowledgements

Table

of

Contents

List

of

Tables

List

of

Figures

Abstract

CHAPTER 1 INTRODUCTION

1.8

1.9

1.10

Introduction

Background

of

the Project

Statement

of the Problem

Purpose

of

the

Project

Objectives of

the

Project

Project

Questions

Significance

of the

Project

1.7.1

Significance

to the

examination

invigilation

scheduling

committee

1.7.2

Significance

to the management

of

UiTM

Sarawak

1.7.3

Significance

to the

lecturers

1.7.4

Significance

to

URDC,

UiTM

Sarawak

Scope

ofthe

Project

Definition

of

Terms

Conclusion

CHAPTER

2

REVIEW

OF

LITERATURE

1.1

r.2

1.3

t.4

1.5

1.6

r.7

2.1

2.2

I

L

5

5

6

6

7

7

8

8

9

9

l0

10

Introduction

Studies

and

Surveys

t2

t2

13

lll


9/24

2.3

2.4

2.5

Development Software

-

Dreamweaver

2.3.1

The

Advantages

of

Using

Dreamweaver

Database Management

System

Conclusion

INCORPORATING LECTURERS' PREFERENCES

Introduction

Process of

On-line

Invigilation

Scheduling

System

Preliminary

Procedures

3.3.1

Posting

of Final

Examination Timetable

3.3.2 Creating

a

Counter

for

Monitoring

Assigned Duties

Design of

ISS

3.4.1

Module

1:

Lecturer

Identification

3.4.2

Module

2:

On-line

Preferences Registration

3.4.3

Module 3:

Invisilation

Schedule Retrieval

Conclusion

Introduction

ISS Database

Data

Processing

4.3.1

Step 1:

Editing

and Organising

Data

4.3.2

Step 2:

Allocating

Invigilation

Slots

4.3.3 Preparation of Final

Invigilation

Schedule

System Evaluation and User

Feedback

4.4.1

Effectiveness

of

Operation

Cost and Time

4.4.2

User Satisfaction

16

t1

t7

18

19

r9

20

2T

22

22

26

27

31

43

48

49

49

49

)I

)/

59

63

64

64

68

CHAPTER

3

DESIGN OF

INVIGILATION SCHEDULING SYSTEM

3.1

3.2

3.3

3.4

3.5

CHAPTER

4

IMPLEMENTATION AND EVALUATION

A1

+.L

^1

4.3

4.4

iv


10/24

4.4.2.1User

Feedback

4.4.2.2

User Comment

Conclusion

CHAPTER

5

CONCLUSION AND RECOMMENDATION

4.5

68

72

IJ

5.1

5.2

5.3

5.4

Introduction

Novelty

in

Best Practice

Contributions

of

ISS

Limitations

of the

Study

5.4.1 System

Stability

5.4.2 System Interface Display

5.4.3 Automation Schedule Slotting

5.4.4

Adaptability

of

the System

Recommendations

and

Further

Research

Conclusion

74

'74

ta

75

75

76

76

76

77

7l

7l

78

5.5

5.6

REFERENCES

79


11/24

LIST

OF

TABLES

Table

4.1:

List

of

Tables

and

the

Data

Dictionary

in the

ISS

Database

50

Table

4.2: Descriptions

of

Abbreviations

used

in Figure

4.8

59

Table

4.3:

Acomparison

between

the

On-line

System

and

the

Manual

System

65

Table

4.4;

Percentage

of

lecturers

making

requests

for

preferred

invigilation

time

slots

Table

4.5: Lecturers'

comments

extracted

on

the on-line

system

68

12

vi


12/24

LIST

OF FIGURES

Figure

3.1 :

The worksheet

Counter

for monitoring

the

number

of invigilation

slots

assigned

L)

Figure

3.2:

AData

Flow

Diagram

(Level

0) of the ISS on-line

application

26

Figure 3.3:

The login

page

which

verifies

user's identity

before allowing

access

to the

On-line

Preferences

Registration

Module

30

Figure

3.4:

The homepage

of

the

Invigilation

Schedule

Retrieval

Module

before

accessing

the

login

page

30

Figure

3.5:

A

Data

Flow

Diagram

(Level

1)

of

Module

2

for

On-line

Preferences

Registration

32

Figure

3.6:

Page

1 of Module

2

shows

information

of

the

user

33

Figure

3.7:Page

2 of

Module2

for

selection

of

preferred

dates on

working days

34

Figure

3.8:

Page 3

of

Module2

for

providing

the

information of lecturers' own

subjects

35

Figure

3.9:

Page4of

Module2for

selectingpreferreddatesonnon-workingdays

35

Figure

3.

i 0:

Page 5

of

Modul

e

2

for entering

comments and

remarks

36

Figure 3.1

1: Pop-up message

requesting

for confirmation

upon submission

of

information for each

page

of Module

2

36

Figure 3.12:

Page

6

of

Module 2 displays

a summary of the data

entry

37

Figure

3.13: The

"edit"

page

for

changing

the

information of

subjects

taught

38

Figure 3.14:

The

"edit"

page

for

changing

the

information

of

preferred

weekdays

selected

38

Figure

3.15:

The

"edit"

page

for

changing the

information

of

preferred

non-working

days

selected

Figure 3.16:

The

"edit"

page

for

changing

comments

Figure

3.17: The

"delete"

page

for

the

information on subjects

taught

40

Figure 3.18:

A

web

page

displaying the

details

of

subjects

taught as

entered by

the

39

39

user

vlt

41


13/24

Figure

3.19:

A

web

page

displaying

the details

of

preferred weekday

as

entered

by the

user

Figure 3.20:

A

web

page

displaying

the

details

of

preferred

non-working

days

as

entered

by the

user

Figure

3.21

A

web

page

displaying

comments

entered

by the

user

Figure

3.22:

AData

Flow

Diagram

(Level

1) of Module

3

for

Retrieving

Invigilation

Schedule

43

Figure

3.23

Aweb

page

displaying

the instructions

on the

responsibilities

of

the

lecturers

44

Figure 3.24:

A"YES"

button

at the

end of the

instruction

web

page

confirming

that

the

lecturer

understands

his duty

and responsibility

as an

invigilator

45

Figure

3.25

Apop-up

message

advising

the lecturer to

read the instructions

given

45

Figure

3.26:

Aweb

page

displaying

guidelines

to

invigilators

46

Figure

3.27:

Aweb

page

displaying

the summary

of

individual

invigilation

schedule

and

the text

box

for

typing

in

comments

or

feedback

if

needed

47

Figure

3.28:

A

sample

page in the Master Schedule

of

the

final

examinations

and

invigilation

48

Figure 4.1: The ISS

database as

organised

in

Microsoft

Access

as

various tables 52

Figure 4.2: The

queries

used

in

the

ISS

database

52

Figure

4.3: The

qOwnPaperAll

is

supported

by

qOwnPaperl,

qOwnPaper2,

qOwnPaper3

and

qOwnPaper4

53

Figure

4.4:

The

qWeekDayAll

query

is supported by

qWeekDayl,

qWeekDay2

and

qWeekDay3

54

Figure

4.5: The

qWeekEndAll query

is supported

by

queries

qWeekEndl

and

qWeekEnd2

55

Figure

4.6:

The relationship between

qOwnPaperAll, qWeekDayAll

and

qWeekEndAll

and

the

criteria used to

generate

qAll

56

Figure

4.7:

An

example

of

the

information

collected from

the

queries

in

Excel format

41

42

42

vlll


14/24

Figure

4.8: Step 1-Worksheet

containing information pertaining to

lecturers'

preferences and

subjects

taught

58

Figure

4.9: Step

2-Worksheet

containing

additional

columns

for

slotting

in

assigned

duties

61

Figure 4.10:

An

example

of

Step

2-Worksheet

with

invigilation

duties

assigned

in

different

colours

62

Figure

4.1

1:

A

sample

page

of

the

final

invigilation

schedule

63

Figure 4.12:Page

1

of

manual

form

66

Figure

4.13: Page 2

of

manual

form

67

Figure 4.14: User

feedback

item

1: ISS is easy

to

use

69

Figure

4.15: User

feedback item2:

The

instructions

are

easy to

understand

69

Figure

4.

16:

User

feedback item 3:

The on-line system

allows me to enter my

invigilation

preferences

at

my

own

convenience

70

Figure 4.17:

User

feedback item 4:

ISS

enables

me to retrieve

final

examination

information

easily

70

Figure 4.18:

User

feedback item 5: ISS

is

an

efficient

way

of

communicating

with

the

scheduling

committee on my constraints and

preferences

7l

Figure 4.19: User feedback

item

6:

ISS

gives

me a better

chance of obtaining

my

invigilation preferences

7I

Figure 4.20:

User

feedback

item

7:

I

am

happy

that

I

get

to

choose my

invigilation

duties


15/24

ABSTRACT

The

Examinations

Invigilation Scheduling

System

aims

to reduce

manual

involvement

and

amount

of time

taken

by

the

invigilation

scheduling

committee

in

preparing

the

final

examinations

invigilation

schedule.

This

is made

possible

with

the

creation

of

a

database

that

coliects information

pertaining

to

the

examinations

invigilation

schedule such

as

lecturers'

preferences and

constraints

of

the

invigilation

designing

process.

This

system

is

beneficial

especially

to

the

Academic

Administration

Office

of institutions

of higher

learning because

it

enables

them

to

produce

comprehensive

examinations

invigilation

schedule.

Besides

that,

being

computer-aided

and

accessible

by

lecturers

on-line,

it

allows

lecturers

to

choose

their

preferences,

provide

feedback

and

any other

relevant

information,

and

at

the

same

time obtain

a summary

of their

invigilation

schedule

even

while

away

from the

office.

This

automated

way

of

capturing,

optimising

and

disseminating

invigilation

information

paves

the

way

for

the

development

of

a

systematic

approach

in

preparing

examinations

invigilation

schedule.

With

that, suitable

problem-solving

support

system

which

will

aid

the

process

of

computerising

examinations

invigilation

scheduling

system can

be

identified.

This

Examinations

Invigilation

Scheduling

System

has been successfully

used

for

the

past

five

semesters

in

UiTM

Sarawak.


16/24

CHAPTER

I

TNTRODUCTION

1.1

Introduction

The Final

Examinations

in

Universiti

Teknologi MARA

Negeri

Sarawak

Samarahan

Campus

(UiTM

Sarawak)

are

held at

the end

of

every

academic semester

and

every

lecturer,

part-time

or

full

time alike

is

directly

involved

in invigilating

students

sitting

for

these

examinations.

The

lecturers' examination

invigilation

schedule

is

prepared

by

a

committee

comprising

of

fellow

lecturers

in

the university.

The

main concern

in

scheduling

lecturers'

invigilation

duties is to

assign

them duties

without

intemrpting

their marking.

This

is

to

ensure

that

they

have

sufficient

time

to

focus on

marking

their

students'

answer scripts

and

thereafter

process and finalise

the

students'

subject

grades.

In

addition,

the

lecturers cannot

be

assigned

to

invigilate

their

own

subjects.

The task

of

preparing

the

examination

invigilation

schedule

is in

itself

a

mammoth

project which involves

interplay of

many

factors ranging

from

avoiding

assignment

of

duties

to

lecturers

on

the dates that

may

disrupt

their

marking to

the

time

constraint

faced

by the

committee

in

preparing

the

schedule.

Hence,

previous


17/24

scheduling

committee

had

received

many

complaints

and

criticisms

on

problems

which

included

uneven

duty distribution,

and lecturers

having

invigilation

duties on

the

days

when they

were

marking

their students'

answer

scripts.

As

there was

no

input

from

the lecturers

themselves,

the

duties

which were

often

assigned

randomly

clashed

with

the

lecturers'

personal

schedules

and activities.

Consequently,

the

lecturers

resorted

to

mutual

swapping

of

duties

and

this

caused

confusion

and

misunderstanding.

When

the

leader of

this

research

team,

together

with two

other

lecfurers,

took

over

the

committee

scheduling

task

in

2004,

an innovative

approach

was adopted allowing lecturers

the

opportunity

to

request

for

their

preferred

invigilation

dates and

time

by

each

of

them

filling in

a

request

form. The

lecturers

also

submitted

information

pertaining

to

the

time

and dates of

their

own

examination

papers.

This

system

worked

well

but

it involved

manual transferring of

data

into

the

computer

and

that was

very time

consuming

besides

entailing too

much transfer

effors.

With

an

ever

growing population of

lecturers and students,

and

inevitably

an increase

in the number

of

invigilation

duties,

there

was

an urgent

need to

produce

a

computer-

aided

system

that

could

reduce

the tediousness,

manual

involvement

and

processing

time

in

data

handling.

It

was

also

pertinent

to

develop

a

systematic

approach

in

assigning

duties

while

keeping

constraints

in check'

L.2

Background

of

the

Project

The

examination

invigilation

schedules

have

all this

while

been

prepared

manually

by

the

examination

invigilation

scheduling

committee

which

comprises

of

lecfurers.

The

committee

is

appointed

on a

voluntary

basis

by

the Deputy

Director

of


18/24

Academic

Affairs of

the

University.

The

committee has

experienced

a high tumover

with the

chairman and

committee members

being

appointed

every

few

semesters.

Every

new

committee

has

also been operating

entirely on its own

creativity

and

ingenuity

in

planning

the invigilation

schedules.

Preparing

an

invigilation

schedule

that

will

meet

all

the constraints and

preferences

of all

the

lecturers

is a

daunting task.

The

criteria

given

by

the

Academic

Office

pertaining

to the

preparation

of

invigilation

schedules

are

that

all

lecturers

have

to

invigilate

and

they

should

not

be

assigned

invigilation

duties

for

about three

days

after

the

examination

of

their own

subject

if

unless

the lecturers themselves

requested

for

it.

The

scheduling involves many

factors,

and the stress

level

is

extremely

high

due

to time

constraint.

Despite the

efforts

and

the

time

sacrifrced

by

the committee,

it

is

disheartening at times

for

the committee to

receive many uncalled for accusations

and

complaints

from

the

lecturers.

Without

a

systematic

approach

and

assistance

using

appropriate

computer applications,

the

scheduling

task

will

remain taxing, tedious

and

difficult

to accomplish

without

errors.

All

the

researchers

involved

in

this

study are

members

of

the

present

examination

invigilation

scheduling committee

and

they

have

been

involved

hands-on

in

the

preparation

of

the schedules

for,

at

least, the

past

three semesters.

In the

process,

they

have

gained

much

understanding

on

the

logistical

preparation processes

and

criteria involved

in

ensuring

the

schedule

prepared

is

as

effective

and

efficient

as

possible.

Based

on

their

experiences,

they

have

discovered

that in

the

presence

of

certain relevant

criteria

and

information,

a

more

systematic approach

towards

the

preparation

of

the invigilation

schedule

can

be

realised.

This

possibility

has

been

tested

and

proven

in

previous preparations

of

the

invigilation

schedules

over the

past

semesters.

The

approach adopted

has

produced

a

schedule

that

enables

the

optimisation of both the

lecturers'

preferences

and

the usage

of manpower.

It

has also


19/24

ensured

a fairer distribution

of

the lecturers'

invigilation

duties after considering

their

duties

the

previous

semesters.

This

report

seryes

to

document

the approach

identified.

In

implementing

the

approach,

the

researchers

deploy

computer-aided

applications

in

the

scheduling

process

to

reduce

the

manual

involvement

in

preparation

which

is

time

consuming,

intensive

and

taxing.

The

committee

has since

started

a

computer-aided

on-line

system

as

a

platform

of

communication

to

enable

lecturers to:

view examination

time table;

select their

preferred

invigilation

time slots;

specify

the

examination

date and

time

of

their own subjects,

view

their individual

invigilation

schedule;

and

view

the

final examination/invigilation

timetable.

With

this

in mind, the

eventual

aim

of the

researchers

is

to develop

a

compufer

system

that

will

be

able

to

prepare the

invigilation

schedule

with

the

relevant

information

input.

However,

this

will

not be

realised

within

the

scope

of

the

present

study.

The ultimate goal

of

the project

and

its

further

extension

is for

the task

of

scheduling

examination

invigilation

to

be returned

to

the university

Academic

Administration Office.


20/24

1.3 Statement

of

the

Problem

Examination

invigilation

scheduling

is

a

challenging

task

due

to

a

number

of

factors that

cannot

be avoided.

One

of

them

is

time

constraint.

The

invigilation

schedule

is usually

prepared

within

a

short

time frame

as

the

examination

schedule

is

only

finalised

and

released

about three

weeks

before the

examination

commences.

The

committee

working

on

the

schedule

is

small

in number,

and

it has

to

manually

process

the

information

provided

by

the

lecturers.

Then the

committee

assigns

each

lecturer the

best

possible

slots

by

optimising

his

preferences

besides

ensuring

that

he

does

not invigilate

his

own

subjects.

Thus,

every semester,

the

committee

is working

under

pressure

to

produce the most

favourable

and

yet

effective

invigilation

schedule

for

almost

250 lecturers

(as

in

November

2007

examinations).

There

is

an

urgent

need

to

lessen the

burden by

incorporating

automation

in

the scheduling

task.

1.4

Purpose

of

the

Project

The

purpose of

this

project

is

to

document

the

innovative

approach

in

designing

the

invigilation

schedule,

and

the

deployment

of

existing

computer

applications

to

facilitate

and

enhance

the

scheduling

process.

It

is

a

qualitative

investigation

and

a

design

project that

seeks

to

describe

how

the

examination

invigilation

scheduling

system

(ISS)

is

prepared

to

help optimise

UiTM

Sarawak

lecturers'

preferences. It

is

hoped that

this

systematic

ISS

will

be

further

enhanced

and

improved

to

an even

better

system

which

will

enable non-academic

staff to

take

over

the scheduling

duties.


21/24

1.5

Objectives

of

the

Project

This

project

aims

to:

i.

reduce

manual involvement

and

amount

of

time taken by the

examination

invigilation

scheduling

committee

in

preparing

the examination

invigilation

schedule;

ii.

create

a centralised

database

for

collecting

information which

are

pertinent

to

the

preparation

of

invigilation

schedules;

iii.

identify

suitable software

systems

which

will aid

the

process

of

data

processing

and

support

the

ISS on-line;

iv.

develop

a

systematic

approach

for

preparing

the

invigilation

schedule;

v.

identifu

the

constraints

that exist

in the

designing

process;

vi.

develop

an

on-line

system

to

capture

lecturers'

preferences;

and

vii.

optimise

examination

invigilation

schedules

based

on

the

preferences

of

lecturers

and the constraints

faced.

1.6

Project

Questions

This

project

aims to

answer

the

following

questions:

i.

How

has

this

system

been

able

to

optimise

UiTM

Sarawak

lecturers'

preferences?


22/24

11.

iii.

iv.

What

are the

processes

involved

in

designing

an

examination

invigilation

scheduling

system?

What

are

the

constraints

in

assigning

invigilation

duties?

What is

the

best

way

to

capture

lecturers'

preferences

and other

relevant

information?

1.7 Significance

of

the

Project

The significance

of

this

project

is

discussed

in

four

aspects

which

include

significance

to the

examination

invigilation

scheduling

committee,

the

management

of

UiTM Sarawak,

lecturers

and Unit

of Research

and

Consultancy

ORDC).

Each

aspect

is discussed

as follows.

1.7.1 Significance

to

the

examination

invigilation

scheduling

committee

The

preparation

of

the

invigilation

schedule, being

a

twice-yearly

exercise,

takes place

every

end

of

the

semester.

This

timing

has greatly

affected

the

committee's

academic

as

well

as

teaching

responsibilities.

Thus,

the

product

of

this

project will

help

minimise

the

involvement

and

time

spent

by the

committee

on

the

preparation

of

the

invigilation

schedule

so

that the

committee's

academic

and

teaching

responsibilitiss

will

not

be

affected.


23/24

1.7.2

Significance

to the

management

of

UiTM Sarawak

The

system

and

approach

developed

will ensure

consistency,

reliability

and

continuity

in

the

invigilation

schedules

produced

in

semesters

to

come

irrespective

of

the

committee

preparing them.

The

campus

management,

through

the

Final

Examination

Unit

in

the Academic

Administration

Office,

will have

full

control

over

the

final examination.

In

view

of

the

fact that the lecfurers'

preferences

will

be optimised

and the

constraints

controlled,

there

will

be

a

reduction

in

the

number

of

alterations

made at

the

Examination

Operation

Room

to

the

final

list

of

invigilators.

1.7.3

Significance to the

lecturers

The lecturers'

preferences

will

be optimised

and there

will

be

no complaints

of

bias or

victimisations

on

the distribution

of

invigilation

duties.

There will also

be

a

reduced

need

for

mutual

exchanges

with

fellow lecfurers

to

suit

their

personal

preferences. This

will

enhance

the level

of

satisfaction among the lecturers

of

their

assigned

invigilation

duties.


24/24

1.8

t.7.4

Significance

to URDC,

UiTM Sarawak

The

product

of

this

project

has a

good potential

to be

further developed

into

a

computerised

system

for

commercialisation

amongst

the

other

UiTM

campuses and

faculties.

Scope ofthe

Project

This

project

looks

into

the

development

of

a system

approach

that

can design

the

invigilation

schedule

and an on-line

examination

ISS.

It

aims

to

develop

a

system

that will

facilitate the

work

of

the

invigilation

scheduling

committee.

It

is hoped that

extensions can

be

made

to

further

improve

the system so that

ultimately,

the

committee

can

return

this

scheduling

task

to

the

Academic

Office

and

they

can

concentrate

fully

on

their academic

duties.

A

database

containing

relevant

information

such as

those

pertaining

to

lecturers'

choices

of

preferred

time and

dates of

invigilation,

and the examination

dates

of

their own

subjects

has

been

created.

The

records

of

lecturers'

invigilation

duties

of

previous

semesters

are

kept

so

that

this

information

can

be

retrieved

as

and

when

in

the

subsequent

development

of

a

more

effective

distribution

of

invigilation

duties.

The

project

utilised

the

data

collected

from

the

final

examinations of

July

2004

-

October 2004 and

December

2004

-

March

2005 semesters

to test run of

the developed

system.

lp ong moon lian 06 24

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