SE Mini Project 1A

Project Name : Student Information Chatbot

Group no. 5

Group Members:
Anushka Ghanekar - 42, Hemika Ghag - 40,
Latika Gurudu - 49, Pranjali Ghaiwat - 41

Date of presentation: 23rd October 2024

Under the guidance of: Prof. Shaily Goyal

Atharva College of Engineering

Department of Computer Engineering
2024-25
 Index
⚫ Introduction
⚫ Objective
⚫ Review of Literature (Paper Title, Author, Publisher, Published year,
Summary)
⚫ Existing System and Proposed system
⚫ Problem definition
⚫ Scope of Project
⚫ Methodology
1. Technology Used (Theory)
2. Block Diagram
3. Implementation (with technology)
4. Algorithm / Flowchart
⚫ Results and Discussion
⚫ Conclusions
⚫ References
⚫ Future Scope

2 ACE- CMPN department Student Information Chatbot

 Introduction
⚫ A Chatbot is a computer program that stimulates human
conversation through voice commands or text chats. They
are automated program that interact and helps to add
convenience to the user.
⚫ The Student Information Chatbot is an innovative digital
solution designed to enhance the way educational
institutions interact with students.
⚫ This chatbot serves as a virtual assistant, offering student
quick, accurate and personalized information about their
academic journey.
⚫ It handles wide range of queries, from class schedules to
campus resources by providing instant responses and
accessible support. It aims to reduce the administrative
burden on faculty and staff while improving the overall
student experience.

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 Objective
⚫ To Enhance Academics : The Student Information Chatbot
is to develop an interactive, tool that provides students with
instant access to essential information, accurate responses to
student inquiries, with easy 24/7 access and improve
accessibility and support.
⚫ Promote Campus Engagement: The chatbot aims to
streamline the process of obtaining information about
academic programs, course schedules, campus facilities, and
other student services, students informed about various
campus opportunities and resources. This will ultimately
contribute to a more connected and informed student
community.
⚫ Streamline Administrative Processes: The Student
Information Chatbot is use to reduce the administrative
burden on academic staff by automating responses to
frequently asked questions and routine inquiries it will
provide information on admission procedures, deadlines,
and academic requirements.
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 Review of Literature
Paper Author Name Year Publication Summary

A Chatbot as a Dayana Priscilla 2021 Information This paper presents the

Support System for Peve Villanueva, Technology and need of educational
Educational Management institutions to implement
Institutions Igor Aguilar- Alonso Science the use of chatbot that
(ITMS) serves as a support
system thereby improving
educational services.

Design of Chatbot Shivani Rashinkar, 2022 International This paper focuses to

System for College Pushkar Shinde, Journal of overcome the issue by
Website Sopan Talekar Computer developing a chatbot
Sciences and which can be easily
Engineering integrated with any college
website to provide
information.

Supporting student Sonia Mendoza, 2022 Learning and In this paper a chatbot
teacher interaction Luis Martin Collaboration whose primary objective is
through a chatbot Technologies to serve as an extra
institute tool and
intermediary between
students and staff is
provide.

5 ACE- CMPN department Student Information Chatbot

 Paper Author Name Year Publication Summary

Improving student D.Plantak 2021 International This paper explores the

engagement and Vukovac Technology, potential of chatbots for
course completion Education and improving student
using chatbot Development engagement and course
application. Conference completion the application
gained positive impression
by establishing a more
approachable
communication channel.

Interacting with Nazik Alturki 2022 Education and The paper covers the
educational chatbot: Salwa Alramlawi Information complex relationships
A systematic review Technologies between information and
The Official communication
Journal of the technologies and
IFIP Technical education. It provides
Committee on perspectives at all levels
Education from specific uses to
project.

Chatbots and Juan J. Merelo, 2023 Education and In this paper we examine
messaging Francisco Information the teachers’ experiences
platforms in the Barranco, Technologies and perceptions through a
classroom: An IFIP Technical survey, contribute to the
analysis from the Committee on advancement of chatbots
teacher perspective Education in education institutions.

6 ACE- CMPN department Student Information Chatbot

 Paper Author Name Year Publication Summary

Supporting Inclusive Sambhav Gupta 2022 Journal of This research aims at

Learning Using Information investigating of the
Chatbots? A Systems opportunities and the
Chatbot-Led Education San requirements of chatbots
Interview Study Jose State as an intelligent helper to
University facilitate equity and
provide opportunities for
assisting learning.

Student Chatbot Sarthak Kesarwani, 2023 IEEE The paper covers the use
System: A Review Tritisha, International of chatbot in education
on Educational Sapna Juneja Conference on academic difficulties,
Chatbot Industrial placement preparations,
Engineering extracurricular activities in
and the college.
Engineering
Management

7 ACE- CMPN department Student Information Chatbot

 Existing System and Proposed System
⚫ Existing System
1. Overview:
The current system for managing student information primarily
relies on traditional methods such as in-person visits, manual
processes, phone calls, and email communications.

2. Limitations:
⚫ Accessibility: Information might not be readily available to
students they may need to visit physical offices.
⚫ Scalability: It is difficult to handle large volumes of inquiries,
especially during peak times like admissions or during exam.
⚫ Inconsistency: Variability in the information provided by
different members can lead to confusion.

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 3. User Experience:
Students often find it difficult to access information outside of
regular office hours.
They may need to make multiple inquiries resulting in wasted
time and effort.
No immediate recourse for assistance, when faced urgent
questions (e.g. registration deadlines, course prerequisites) leads
to anxiety.
Students often spend a significant amount of time navigating the
existing system to get answers, which detracts from their focus
on academic and personal responsibilities.
This highlights the need for a more streamlined, responsive
solution like a student information chatbot.

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 ⚫ Proposed System
1. Overview:
The Student Information chatbot is a solution designed to
provide immediate access to student information 24/7 through a
conversational interface.

2. Advantages:
⚫ Instant Responses: The chatbot can answer common queries
instantly, reducing wait times.
⚫ User-Friendly Interface: Easy-to-navigate chat interface for
students to obtain information quickly.
⚫ Increased Accessibility: Students can access information
anytime, anywhere.
⚫ Enhanced Efficiency: Reduces the workload on
administrative staff by automating routine inquiries.

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 ⚫ Consistency: Provides accurate and standardized responses
to frequently asked questions.
⚫ Scalability: Can handle an unlimited number of inquiries
simultaneously without degrading performance.
⚫ Multi-Channel Access: Availability on various platforms
(e.g., college website, mobile app) to reach more students.
⚫ Timely Information: It will ensure up-to-date information
on courses, schedules, grades, etc.

3. User Experience:
The new chatbot system will provide timely and accurate
information to student and support them in their academics by
enhancing the students experience with features like
personalized interactions, easy navigation, and contextual
understanding.
The proposed system addresses the limitations of the existing
system and improves the overall experience for students and
staff.

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 Problem Definition
The methods of handling students inquiries via email, phone
calls or in-person visits can be slow, resource intensive and
prone to human error this can lead to delays in obtaining
essential information.

Specific problems include:

1. High Volume of Information: Institutions receive
numerous queries daily, ranging from course schedules and
admission process to fees related details. Managing these
inquiries manually can be difficult and lead to long response
times.
2. Inconsistent Information: Different sources may provide
varying answers to the same question, leading to confusion
and misinformation among students.

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 3. Limited Availability: Traditional support methods are often
restricted to office hours, leaving students without assistance
outside these times, especially those in different locations or in
busy routines.
4. Administrative Burden: The repetitive and regular queries
consumes a important portion of staff’s time, which diverts
their attention from more complex tasks.

The Student Information Chatbot addresses these issues by

providing a centralized platform for solving common queries,
giving consistent and accurate information and also by
ensuring all time availability thereby contributing to a effective
educational support system.

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 Scope of Project
Student Information Chatbot involves defining a clear and
detailed scope to ensure that the project is focused, achievable,
and meets the needs of its intended users.
1. Project Overview : To develop a chatbot that provides
students with timely and accurate information on various
aspects of their academic life, including admission details,
course information, exam schedules, campus facilities, FAQs
handling and notifications.
2. Functional Requirements :
⚫ User interaction to understand and respond to student
queries.
⚫ Access to academic calendar, course catalogs, and exam
schedules.
⚫ Notifications for registration deadlines, upcoming exams,
and other important dates.
⚫ User Account Management, login and authentication if
required for personalization based user data.
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 3. Technical Requirements :
⚫ Frontend: User interface (Html, CSS)
⚫ Backend: Server-side technologies (JavaScript) and data
based management (Java/SQL).
⚫ Security: It ensure data privacy and secure communication.
4. Project Phases :
⚫ Planning: To decide project, making goals and gathering
information.
⚫ Task Managing: To separate the work and allocating task to each
member.
⚫ Design: To begin with the frontend work, creating web pages
and user interface designs.
⚫ Development: To begin with the backend work of building the
chatbot using the selected programming language.
⚫ Testing: Implement data sources and perform test for any
improvements.
⚫ Launching: The chatbot on the college website and ready to
access it.
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 5. Timeline:
⚫ Planning: 2 Weeks
⚫ Task Managing: 1 Week
⚫ Design: 3 Weeks
⚫ Development: 3 Weeks
⚫ Testing: 2 Weeks
⚫ Launching: Project Completion

6. Deliverables:
⚫ Institutional webpage with creative frames.
⚫ Functional chatbot to resolve the queries of the student.
⚫ To support administrative work and enhance overall
experience.

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 Methodology
1. Technology Used

1. Frontend Technologies: The frontend is where users

interact with the chatbot.
⚫ Web-Based Interfaces: Html, CSS for creating web pages.

2. Backend Technologies: The backend deals with the core

logic and data processing.
⚫ Programming Languages: JavaScript

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 2. Block Diagram
G e n e r a l chatbot B l ock D i a g r a m :

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 3. Implementation (with technology)
1. Objective: To determine the key functionalities like FAQs,
admission process, course information, etc.
2. Scope: Towards prospective students and college faculty.
3. Web- Based Platform: To integrate the chatbot on college
website.
4. Technologies:
⚫ Frontend – Html/CSS for web integration. We have used
Html in our project to create the web page of our college
website by using its elements, tags and other content. CSS part
is used to add design template, styling the elements, colors,
fonts and layout by creating our website visually attractive and
well structured.
⚫ Backend – JavaScript for working of chatbot. It enables real-
time interactions between users and the chatbot, allowing for
responses without needing to refresh the page. It can manage
conversation states, remembering user interactions and
context and enables chatbots to be interactive.
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 ⚫ Algorithm
Step 1: Start
Step 2: Initialize Chatbot
Load the knowledge base (e.g., FAQs, course information, schedules).
Step 3: Receive User Input
Wait for the student to type a question.
Step 4: Process Input
Step 5: Determine Response
• If the input matches a known question:
Retrieve the corresponding answer from the knowledge base.
• Else if the input is unclear:
Ask clarifying questions to better understand the request.
• Else:
Provide a default response.
Step 6: Display Response
Show the retrieved answer or follow-up question to the user.
Step 7: User Interaction
Ask if the user needs further assistance:
If yes, loop back to step 3.
If no, proceed to step 8.
Step 8: End Conversation
Thank the user and log the interaction for future reference.
Step 9: End

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 ⚫ Flowchart
Start
|
Initialize Chatbot
|
Receive User Input
|
Process Input
|
Determine Response
| |
Yes No
| |
Retrieve Answer Ask Clarifying Question
| |
Display Response Process Input
| |
User Needs Further Assistance?
Yes No
|
Loop to Receive User Input
Thank User
|
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End
 Results and Discussions
1. Overview of Chatbot Functionality
The student information chatbot was designed to provide users
with quick access to essential academic information. The chatbot
was implemented using javascript programming allowing it to
understand and respond to user queries effectively.
2. User Engagement and Interaction
In the testing period, the chatbot interacted properly. The
inquiries were addressed accurately by chatbot.
3. Performance Analysis
The chatbot's response time averaged few seconds, which is
within acceptable limits for user satisfaction.
⚫ Improvement Areas
To enhance the chatbot's performance, several improvements
are recommended: Implementing advanced NLP techniques,
establishing a routine for updating the knowledge base, providing
users with guidelines on how to interact with the chatbot could
improve the quality of queries.
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 Conclusions
⚫ The student information chatbot has proven to be an
effective tool in enhancing the accessibility and efficiency of
academic information retrieval for students.
⚫ Its user-friendly design and quick response times have
garnered positive feedback, highlighting its effectiveness in
enhancing student support.
⚫ Although there are opportunities for improvement, such as
better handling of ambiguous queries, the chatbot's
performance indicates a significant step forward in
modernizing student services.
⚫ Ongoing enhancements will help it adapt to future needs,
ensuring it remains a valuable resource for the student
community.

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 References
⚫ E xp l or in g the T r e n d a nd Potential Distribution o f
Ch at b ot in Education: A Sy stemat ic Review
(International Journal o f I n f o r m a t i o n an d E du cat io n
T e c h n o l o g y , V ol . 13, N o . 3, M a r c h 2023)
⚫ A I Based St udent Bo t for A c a d e m i c I n f o r m a t io n
S y st em using Machine Learning(International
Journal o f Scientific Research in C o m p u t e r
Scienc e, Eng ine er ing and Information
T e c h n o l o g y ).
⚫ M o v i e r e c o m m e n d e r chatbot based o n Dialogflow
(International Journal o f Electrical a n d C o m p u t e r
E ng ine ering (IJECE) Vo l. 13, N o . 1, Februar y 2023, pp.
936~947)
⚫ Ch at b ot Desig n in g In f o r m a t i on Service for N e w
Student Registration Based o n A I M L an d M a c h i n e
Learning(J AIA – Journal O f Artificial Intelligence
A n d Applications).

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 Future Scope
⚫ Enhanced Natural Language Processing (NLP)
Implementing advanced NLP techniques to better understand
and respond to user queries.
⚫ Personalization Features
Developing user profiles to offer tailored information and
recommendations based on individual preferences, academic
history, and needs.
⚫ Mobile App Integration
Integrating the chatbot into mobile applications to facilitate easy
access on smartphones and tablets.
By pursuing these enhancements, the student information
chatbot can continue to evolve, becoming an even more integral
part of the student experience and supporting academic success.

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