Design and Implementation of a Co-Curricular Management System with Genetic Algorithm–Based Venue Optimization at Nilai University, Malaysia

Abstract

Nilai University has more than 20 active clubs and societies that organize various co-curricular activities. However, the approval process for event proposals and the submission of post-event reports are handled manually, which often results in delays, loss of documents, and unnecessary workload for students, advisors, and coordinators. These challenges highlight the need to streamline and digitize existing processes to improve efficiency and transparency. This study presents the development of a CoCurricular Management System (CCMS) designed to digitize event management processes and centralize information related to proposals, event scheduling, committee structures, event flow planning, and postevent documentation within a MySQL database. In addition, a Genetic Algorithm (GA) is integrated to optimize venue allocation based on event type, estimated attendance, and indoor or outdoor requirements. The platform features user-friendly interfaces that enable students, club advisors, and coordinators to manage event-related tasks online from any location. System performance was evaluated through a human expert accuracy test, which recorded 65% similarity between human-selected venues and GA recommendations. A 30-run stability test demonstrated reliable convergence with an average success rate of 97%, and low variation measured using Coefficient of Variation (CV = 0.00–0.056, mean 0.015). Usability testing conducted through a workshop survey indicated that the system is effective, efficient, and easy to use. In conclusion, the CCMS provides a more reliable and efficient solution for managing cocurricular activities at Nilai University by enhancing productivity, reducing administrative burden, and supporting optimized venue selection through algorithmic decision-making, evaluated using a single-institution case study.