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Exam Seating Plan Automation System

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259 views9 pages

Exam Seating Plan Automation System

Document

Uploaded by

poojagupta882511
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
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11 XI November 2023

[Link]
International Journal for Research in Applied Science & Engineering Technology (IJRASET)
ISSN: 2321-9653; IC Value: 45.98; SJ Impact Factor: 7.538
Volume 11 Issue XI Nov 2023- Available at [Link]

Automation of Seating Plan for Examinations using


Round-Robin Policy
Dr. R. Nakkeeran1, Ailuri Narmada Reddy2, Kanaparthi Lavanya3, Sunka Sandeep4
1
Professor and Head,Department of Computer Science & Engineering,Mahaveer Institute of Science and Technology,Hyderabad
3
Assistant Professor,Department of Computer Science & Engineering,AAR Mahaveer Engineering College,Hyderabad
2, 4
[Link] (Computer Science & Engineering(AI&ML)), AAR Mahaveer Engineering College,Hyderabad

Abstract: This paper introduces a Python-based Graphical User Interface (GUI) application designed to automate the seating
arrangement process for examinations, specifically catering to the needs of examination departments. Leveraging the openpyxl
and pandas libraries for Excel file manipulation and creating Dataframes the application aims to replace the laborious manual
process traditionally employed by colleges. The main objective is to reduce the time and effort invested by examination
departments in seating arrangement tasks. The user-friendly GUI simplifies data input, while the application's algorithm
automates seating assignments, ensuring that no two students writing same exam can’t sit in same bench in optimal manner
using excel and python . Results demonstrate a significant reduction in time spent on seating arrangement, with outputs
including detailed room-wise seating sheets and comprehensive summaries listing roll numbers by regulation and branch. This
innovative approach not only streamlines examination management but also enhances accuracy and [Link] this GUI
we can add, edit and delete the halls in which the exams are being [Link] we input the excel sheet in which the roll
numbers of students were there as per their branch and regulation as input and genrates formatted excel sheets that generate
seating arrangement .Formatting the font and size of rows and columns and wrapping the columns when required are done
automatically.
Keywords:Examination Seating Arrangement, Openpyxl, Pandas, Tkinter, Round-Robin.

I. INTRODUCTION
Seating arrangement play a pivotal role in maintaining order and fairness, especially during examinations, but the manual process of
arranging seats can be cumbersome and prone to errors. This research paper delves into the development of an automated seating
arrangement system using Python and the openpyxl library, aiming to streamline the process and reduce the workload for
examination [Link] traditional manual approach to seating arrangement involves time-consuming tasks, such as posting
detailed sheets near examination rooms, which can be replaced by an automated system. Leveraging a user-friendly Graphical User
Interface (GUI), the application allows efficient way of inputing data to excel sheets for room no,rows and columns from user and
check if the given rooms capacity is sufficient to allocate these students and further generate the seating arrangement by considering
the primary goal of significantly reducing the time and effort expended by examination departments.
The automated system utilizes a round-robin seating algorithm to ensure a fair distribution of students and prevent individuals from
the same group or regulation from sitting adjacent to each other. By taking roll number of student populations, the system can adapt
to diverse regulations and academic years [Link] generated outputs include detailed summary sheets for each examination
room, visually representing the seating arrangement, and a comprehensive summary sheet categorizing students by roll numbers,
groups, and regulations and room number. These outputs help students to check their room numbers and positions as well as
Examination cell to make fast decisions during paper distribution. The introduction of an automated seating arrangement system
marks a significant improvement in examination management. By harnessing the capabilities of Python and automation, this system
not only enhances efficiency but also contributes to the creation of a fair, secure, and streamlined examination environment. The
research and development of such systems hold immense potential for revolutionizing administrative processes in educational
institutions.
II. LITERATURE SURVEY
Seating arrangement is on of the primary concerns in the colleges during the hectic examination [Link] a time taking manual
process that makes the Examination cell much [Link] order to reduce this various methods have been proposed
[Link] these systems used various algorithms like using random allocation or taking alphabetical [Link] some
researchers proposed to use genetic algorithm and graph theories.

©IJRASET: All Rights are Reserved | SJ Impact Factor 7.538 | ISRA Journal Impact Factor 7.894 | 634
International Journal for Research in Applied Science & Engineering Technology (IJRASET)
ISSN: 2321-9653; IC Value: 45.98; SJ Impact Factor: 7.538
Volume 11 Issue XI Nov 2023- Available at [Link]

Random allocation and alphabetical order seating methods, as used in prior studies, may not ensure equitable student allocation.
These approaches lack consideration of factors such as student preferences and specific constraints. They can result in uneven
distribution and potentially suboptimal arrangements, potentially disadvantaging students. More sophisticated algorithms are needed
to address fairness and efficiency in seating arrangements.A genetic algorithm for seating arrangements assigns students to seats by
evolving solutions over generations. It optimizes seating based on defined constraints and objectives. However, the algorithm can be
complex to set up and fine-tune due to factors like encoding, fitness function design, and parameter choices. Additionally, it may
require significant computational resources for large-scale seating [Link] graph theories were used for seating
arrangement using Hungarian algorithm. The Hungarian algorithm assigns students to seats optimally, minimizing conflicts, but its
complexity can be high. It involves creating a cost matrix, applying the Hungarian algorithm, and backtracking to find the optimal
arrangement, making it computationally demanding for large [Link] machine learning classification and clustering
algorithms are being used which introduces complexity through data preprocessing, model selection, training, and evaluation. Data
quality and feature design are critical, and the computational resources needed can be substantial, especially with large datasets.
Balancing model complexity and interpretability is essential to ensure practical, effective seating solutions.

III. SYSTEM ANALYSIS


A. Existing System
Existing systems are usually working with databases but its not convinient all the times to import the data into [Link] very
important to consider that some times that students might belong to different regulation and different [Link] systems
usually are following manual or semi-automated process of seating [Link] of the algorithms used in previous papers like
genetic algorithm and hungarian algorithm are trying to improve optimality leaving behind the time and space [Link]
learning algorithms require much data to train the models which may not be be efficient method in all the [Link] and
efficiency is decreasing in the case of random allocation and alphabetical order [Link] these parameters in mind a
new system was proposed as shown below.

B. Proposed System
The proposed system considers the roll numbers of students from different colleges that are stored in excel workbook in multiple
[Link] uses round robin fashion by taking quanta value to be the number of rows in order to arrange the students to sit in their
respective [Link] generate four output sheets mainly.
1) Sheet with room numbers, rows and columns
2) Sheet with the summary of each regulation ,branch and number of students writing exam on that day
3) Workbook containing multiple sheets named with room number and seating arrangemnet of each room.
4) Summary sheet of the workbookof seating arrangement

IV. SYSTEM ARCHITECTURE

©IJRASET: All Rights are Reserved | SJ Impact Factor 7.538 | ISRA Journal Impact Factor 7.894 | 635
International Journal for Research in Applied Science & Engineering Technology (IJRASET)
ISSN: 2321-9653; IC Value: 45.98; SJ Impact Factor: 7.538
Volume 11 Issue XI Nov 2023- Available at [Link]

V. MODULE DESCRIPTION
A. Login Module
It allows the examination department to enter the user name and password and if the username and password are correct then it
enters to new window having Halls button and Halls and summary sheet button as shown in Figure 1. It provides security to
application by not allow the unauthorized users to use this application.

Figure 1-Home Page

B. Halls Module
It allows users to add new rooms and edit the room capacity if required and delete the [Link] module helps in creating
[Link] file that contains room number ,rows and columns if it doesnot exist and further add the rooms data as shown in figure
2.

C. Halls and Summary Sheet Module


It takes the excel workbook with student roll numbers in multiple sheets as input from the local system as shown in figure 3 anf
figure 4 and generates three main files of seating arrangement mentioned as 2,3,4 in proposed [Link] generated files are
automatically saved and stored in local PC.

Figure 2-Seating Hall Management

©IJRASET: All Rights are Reserved | SJ Impact Factor 7.538 | ISRA Journal Impact Factor 7.894 | 636
International Journal for Research in Applied Science & Engineering Technology (IJRASET)
ISSN: 2321-9653; IC Value: 45.98; SJ Impact Factor: 7.538
Volume 11 Issue XI Nov 2023- Available at [Link]

Figure 3 Candidate Browse Page

VI. METHODOLOGY
This project uses Python libraries like pandas and OpenPyxl as they are user friendly to format and manipulate the excel sheets.
Pandas library is used to create dataframes and students roll numbers are filled in it in Round robin fashion once after checking if
they don’t belong to same [Link] GUI is created using [Link] following python code is being used in this project.

A. Pseudocode
For each room in the list of rooms:
Extract room number, number of rows, and number of columns
If there are multiple unique branch names in the student list:
Create an empty dataframe with the specified number of rows and columns
Divide the columns into odd and even columns
Calculate the number of odd and even columns
Initialize counters 'i' and 'j' to 0
For each odd column and row:

Assign students from the odd list to the odd positions in dataframe if available, else set to None
Increment 'i'

For each even column and row:


Assign students from the even_list to the even positions in dataframe if available, else set to None
Increment 'j'

The provided pseudo code implements a round-robin seating arrangement for multiple rooms. It iterates through each room, creating
a seating grid with rows and columns. Students are assigned seats in an alternating manner, first in odd-numbered columns and then
in even-numbered columns, ensuring that different branches are seated together. If there are more students than available seats, the
remaining seats are marked as "None."

©IJRASET: All Rights are Reserved | SJ Impact Factor 7.538 | ISRA Journal Impact Factor 7.894 | 637
International Journal for Research in Applied Science & Engineering Technology (IJRASET)
ISSN: 2321-9653; IC Value: 45.98; SJ Impact Factor: 7.538
Volume 11 Issue XI Nov 2023- Available at [Link]

Libraries that are used in this project are as follows:


1) Pandas: Pandas is a versatile Python library commonly used for data manipulation and analysis. It offers data structures and
functions to efficiently work with structured data, making it an essential tool for tasks like data cleaning, transformation, and
analysis.
2) Openpyxl: Openpyxl is a Python library that specializes in reading and writing Excel files. It provides the capability to handle
Excel workbooks, worksheets, and cell data, making it valuable for tasks involving data import and export from and to Excel
spreadsheets.
3) Tkinter: Tkinter is the standard GUI (Graphical User Interface) library for Python. It enables developers to create interactive
desktop applications with user-friendly interfaces. With Tkinter, you can design and build windows, buttons, menus, and other
graphical elements to create visually appealing and functional applications.

VII. RESULTS

Figure 4 Hall Plan

©IJRASET: All Rights are Reserved | SJ Impact Factor 7.538 | ISRA Journal Impact Factor 7.894 | 638
International Journal for Research in Applied Science & Engineering Technology (IJRASET)
ISSN: 2321-9653; IC Value: 45.98; SJ Impact Factor: 7.538
Volume 11 Issue XI Nov 2023- Available at [Link]

Figure 5 Hall Capacity


Figure 6 Candidate Strength

Figure 7 Hall-wise Summary report of Candidates

VIII. FUTURE ENHANCEMENTS


This work can be further enhanced in such a way that the system should prepare hall plan in accordance with schedule given by
institution so that the work will be fully automated. Further it should make sure that the different branch students writing same
exam should not sit beside each other.

©IJRASET: All Rights are Reserved | SJ Impact Factor 7.538 | ISRA Journal Impact Factor 7.894 | 639
International Journal for Research in Applied Science & Engineering Technology (IJRASET)
ISSN: 2321-9653; IC Value: 45.98; SJ Impact Factor: 7.538
Volume 11 Issue XI Nov 2023- Available at [Link]

IX. CONCLUSION
This work is currently being used by our institution to generate the seating arrangement in our college during the external
examinations .The output files are generated and saved in such a way that they are not even required do the [Link]
complete process of using excel formulas in manual way is converted to automated process. It helps in saving time, conduct exams
in fair manner and without any malpractices.

REFERENCES
[1] S. Priya Dharshini, M. Selva Sudha, [Link], DzExam Cell Automation System,dz International Journal of Engineering Science and Computing
(2017), Volume 7, Issue no3.
[2] Deepankar Vishwas Kotwal, Shubham Rajendra Bhadke, Aishwarya Sanjay Gunjal, Puspendu Biswas, “ONLINE EXAMINATION SYSTEM”, International
Research Journal of Engineering and Technology (IRJET), Volume: 03, No.01, pp. 2395-0072 , Jan-2016.
[3] Sunday ADETONA, Edison HASSAN,Raifu SALAWU,Sameul OMOLOLA,The Development of a Web-based Application of Examination Seating
Arrangement for Student, ABUAD journal of Engineering Research and Development(AJERD), Volume 3, Issue 1, 23-33
[4] P. K. Chaki and S. Anirban, "Algorithm for efficient seating plan for centralized exam system," 2016 International Conference on Computational Techniques in
Information and Communication Technologies (ICCTICT), New Delhi, India, 2016, pp. 320-325, doi: 10.1109/ICCTICT.2016.7514601.

©IJRASET: All Rights are Reserved | SJ Impact Factor 7.538 | ISRA Journal Impact Factor 7.894 | 640

Common questions

Powered by AI

The system uses a round-robin algorithm which distributes students so that those from the same group or regulation do not sit adjacent, minimizing any competitive advantage or collusion risk . By alternating assignments in odd and even columns and prioritizing different branches sitting together, the algorithm ensures fairness in seat distribution, promoting an equitable environment for all examinees .

Pandas provides data manipulation capabilities by creating and handling DataFrames for efficient data processing, such as organizing student roll numbers. Openpyxl allows for reading and writing Excel files, which is crucial for exporting the seating arrangement outputs. Together, these libraries automate the production of formatted Excel sheets that detail seating plans, eliminating the need for manual data entry and formatting . The use of Python and its libraries streamlines the process from data input to output generation .

Genetic and Hungarian algorithms, while aiming for optimal seating arrangements, present challenges such as high computational complexity and the need for extensive setup, including the management of cost matrices and backtracking . These algorithms can be computationally demanding, especially for large datasets . The round-robin approach simplifies the process by directly using rows as quanta to facilitate seating without complex calculations, making it more efficient for educational institutions with varying branch and regulation requirements .

Machine learning approaches, while potentially beneficial for predicting seating arrangements based on complex criteria, require large datasets for training and entail extensive preprocessing, model selection, and evaluation phases, which can be resource-intensive . In contrast, the round-robin method operates on predefined quanta without needing vast datasets or the computational overhead of training models, making it more suitable for dynamic academic environments where data can vary significantly between examinations . This results in a more efficient process with lower computational demands and faster implementation .

The round-robin seating algorithm improves efficiency by automating the seating process, which reduces the manual effort previously required for distributing students across seats. This method ensures equitable distribution by preventing students from the same group or regulation from sitting adjacent to each other, thereby optimizing the seating allocation without the biases or errors that can occur in traditional methods like alphabetical or random allocation . The reduction in time and complexity makes examination management more streamlined and less error-prone .

The automated system reduces the workload of examination departments by handling the seating allocation process, which traditionally required significant manual effort. This allows staff to focus on higher-order tasks such as supervision and coordination on examination days rather than on preparing and distributing seating plans . The system also minimizes errors in seating arrangements, further reducing the need for manual checks and corrections, and enhances the overall efficiency of examination logistics .

Future enhancements include automating the alignment of hall plans with institutional schedules, which would further reduce manual intervention and ensure that seating arrangements are synchronized with exam timetables. Additionally, improvements might ensure that students from different branches writing the same exam are not seated adjacent to each other . These enhancements aim to fully automate the seating arrangement process, promoting fairness and reducing the risk of oversight or error .

The proposed system includes a login module that requires users to input a username and password, ensuring that only authorized personnel can access the system . This security feature prevents unauthorized users from making modifications or accessing sensitive data, thereby protecting the integrity of the examination seating arrangements .

The user-friendly GUI interface simplifies the input of seating data and provides easy navigation through its Halls and summary sheet modules. Key functionalities include adding, editing, and deleting room data, as well as generating seating arrangement sheets from Excel inputs . This interface reduces complexity for users, enabling them to manage seating arrangements effectively without extensive technical knowledge .

Using pseudo code offers a straightforward way to conceptualize the seating arrangement logic before translating it into actual code. It provides a clear framework that outlines the logical steps necessary for seating assignments, making the development process more efficient and reducing potential errors in implementation. This approach also facilitates easier communication among team members about how the system should operate .

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