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EXAMINATION
INVIGILATION
SCHEDULING
SYSTEM
IN OPTIMISING
LECTURERS'
PREFERENCE
BY
ASSOCIATE
PROFESSOR
ONG MOOI
LIAN
LIEW LEE HUNG
JACQUELINE
SIM PHEK
KIM
DECEMBER
2006
7/21/2019 Lp Ong Moon Lian 06 24
2/24
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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
7/21/2019 Lp Ong Moon Lian 06 24
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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,
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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.
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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
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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
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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
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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.
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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.
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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?
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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.
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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.
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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.