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VIVA Scheduler & Notifier

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Project Domain / Category
Web Application or Desktop Application
Abstract / Introduction
VIVA Scheduling of final year project students is a hectic task for Final Year Project
supervisors. During each semester, the project supervisor must supervise many
students and to manually manage the VIVA scheduling task for every student is very
repetitive and tiresome task due to challenges faced by the supervisor. One of the
challenges is that there are hundreds of study centers across the country which
include both VU Owned as well as Private Campuses. As per rule, the student is not
allowed to appear for VIVA from private campus. In such situation, the student is
asked to appear for VIVA at nearest VU Owned Campus. Currently, this process of
finding the nearby VIVA station is being manually performed by the supervisors by
calculating the distance from student’s study center to the nearby VU owned
campus from the Google Map and then the nearest campus is assigned to the
student to appear for VIVA. This takes a lot of time. Secondly, each student must be
sent an email to notify him/her about the VIVA date and time. This is also done
manually, and which is prone to many unwanted issues such as conflicts in VIVA
schedule of students. We aim to overcome these challenges by developing a system
which will automate the VIVA scheduling and VIVA notification tasks.
Users of the Proposed System
Project Supervisors
Functional Requirements:
1. The supervisor will enter the Group ID, Student ID as well as the student’s current
study center by looking at his/her profile. Then, the system will provide the
supervisor a functionality to search the nearest VIVA station (VU owned campus)
based on the VU center which will be given by the supervisor.
2. The nearby VIVA station will be selected from the database which will contain
the nearest campus for each private campus. The system will provide the
supervisor an admin interface from which the supervisor will be able to maintain
the data for each study center (private campus) and the neighboring VIVA
station, their addresses along with their distances from the respective study
3. By using the admin interface, the supervisor will be able to add/update or delete
the information about any campus.
4. If the study center selected by the supervisor is already a VU Owned campus,
then in that case, the same study center will be selected as the VIVA station for
that student. However, if the student is an overseas student, then the VIVA
station should be selected as Home. For overseas students, OPKST code is used
as study center.
5. After searching the nearest VIVA station, the supervisor will select the date and
time from a calendar to schedule the VIVA.
6. One of the key features of our proposed system is a VIVA notifier through Email.
7. Based on the information available, the system will generate the contents of an
email for the student by using the template shown in Figure 1. The contents of
the email will be customizable and will be specific to each student containing
his/her name, viva station and the date/time. The template of the email can be
like the one given below. The system will use this template from a file and will
automatically replace the values given in blue font with the information provided
to the system.

8. After replacing the required fields in the email template, the system should be
able to show a preview of the generated email so that the supervisor can
proofread it before sending the email.
9. The system will allow the supervisor to send an email at the student’s email
address to notify him/her about her VIVA. The system will also send a copy of the
generated email at the email address of the VIVA station selected by the system.
However, in case if the student is an overseas student then only, he/she will
receive the email as there is no VIVA station in this situation.
10.The system must ensure that the VIVA of no student is scheduled twice by
mistake. Moreover, the student must be able to detect the VIVA date/time
conflicts for more than one student. To ensure this, the system will maintain the
history of already scheduled VIVAs in a database. This history will be checked
each time before scheduling the VIVA of a new student.
11.It is possible that that VIVA of a student is required to be rescheduled because of
his absence due to any reason. In such case, the supervisor gives one last chance
to the student to appear for VIVA. In such case, it is important that the system
maintains the VIVA scheduling history of that student and uses an email template
as shown in Figure 2 to send a VIVA reschedule email to the student
Figure 2: VIVA Rescheduling Email Template
Batch VIVA Scheduling and Email Sending
12.The system must also support the functionality for batch email scheduling and
email sending. To use this feature, the supervisor will upload a file to the system
containing the student ID and study center in each row. The proposed system
will read the student ID and his/her study center of each student from that file
one by one to find out the nearest VIVA station.
13.The supervisor will then select the start date/time and duration for each VIVA.
14.The system will automatically calculate the date/time for each student by using
the start date/time as well as VIVA duration.
15.The supervisor can also select how many VIVAs he intends to conduct in each
day. The number of VIVAs to be conducted may be more than the number of
VIVA, the supervisor intends to conduct in a day. So, the system will schedule the
VIVAs accordingly so that it stretches across more than one working days.
16.After scheduling the VIVA date/time for each student, the system will send an
email to each student as well as his designated VIVA station one by one.
17. As proposed before, we will maintain the record of scheduled VIVAs in the
database for VIVA for future use.
Note: You are required to read the proposal very carefully to understand the
requirements of this project. If you face any confusion, you can feel free to ask me
through Skype. But make sure that before selecting the project, you are fully clear
about the requirements of this project to avoid any inconvenience later. Moreover,
you must make sure that you must use only one of the given two languages to
develop this system. For using any other language/tools, you must ask for the
permission first.
Tools and Languages:
C#, Java, SQL, MySQL


C#, Java, MySql, SQL


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