PROJECT REPORT

Smart Mailbox with SMS Alert

System
 Project Team
1. Project Manager – K.G.K.S.Rathnayake
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2. Product Designer – Kavinu Sanjula

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3. Finance & Marketing

Manager – T.M.S.Kevin
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ACKNOWLEDGEMENT

We were able to successfully complete this report with the guidance of

our lecturers, friends and parents. So we would like to extend our
sincere thanks to all of those who helped us in completing our
assignment.

We are really obliged to our lecturer Mr. Naleen Jayasuriya for his
constant support and guidance. He guided us throughout and helped us
by developing our interests towards the subject and the presentation.

We would also like to express our gratitude to our parents for their
encouragement and sacrifice.

Lastly, We would like to thank our team members and friends who
helped us in developing the project within the given time period.

We are really happy in completing this project as we were able to

improve our skills, abilities and work as a team.
ABSTRACT
In an era defined by digital innovation, the Smart Mailbox with SMS
Alert System emerges as a solution to bridge the gap between
traditional mail services and modern communication technologies. This
project report presents a comprehensive overview of the development,
functionality, market analysis, and potential impact of this pioneering
product. The Smart Mailbox with SMS Alert System utilizes an Arduino
Uno microcontroller, an IR sensor (HW210), and a GPRS/GSM Shield to
detect mail delivery and promptly notify users via SMS. Market analysis
reveals a significant demand for smart home solutions, with the smart
mailbox segment representing a promising opportunity. Key
requirements for success include convenience, security, compatibility,
and reliability. The target market encompasses homeowners, small
businesses, and individuals with specific accessibility needs. Technical
details encompass hardware components, software algorithms, and
implementation strategies. Challenges such as accurate detection,
power optimization, compatibility, and cost management are
acknowledged. Through strategic planning and diligent execution, the
Smart Mailbox with SMS Alert System aims to revolutionize traditional
mail management and enhance convenience and security for users in
the digital age.
TABLE OF CONTENTS

ABSTRACT ............................................................................................... 4
Product Pathway ..................................................................................... 6
The Gantt Chart....................................................................................... 7
1 Introduction: ........................................................................................ 8
1.1 Project Stakeholders of smart mailbox ............................................. 9
2. Product Overview: ............................................................................ 11
2.2 Production Plan ............................................................................... 13
2.3 Optimizing Product Pricing for Profitability: .................................... 14
2.4 Implementation Strategy ................................................................ 15
2.4.1 Hardware Design and Assembly: .................................................. 16
2.4.2 Software Development: ............................................................... 18
2.4.3 Testing and Optimization: ............................................................. 19
3. Market Analysis: ................................................................................ 21
3.1 Market Requirement ....................................................................... 22
3.2 Target Market: ................................................................................. 22
4.Project Organization & Job Role Assigned: ......................................... 23
5. SWOT analysis for a smart mailbox ................................................... 24
6.House of quality matrix for Smart Mailbox: ....................................... 26
7. Potential Challenges: ......................................................................... 27
9. Conclusion:........................................................................................ 29
10. Annexures ....................................................................................... 30
Product Pathway

1. The Idea
- From Research
- From discussions

2. The Concept
- The plan and intention
- Sales and Invention
- Target Market

3.The Conditions
- Analysis
- Testing on Equipments
- Functionality of device

4.Upgrading the Product

- Finalizing the product
- Doing necessary changes
 The Gantt Chart

Days 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

Research

Identifying and
selecting the
product

Details,
Specifications,
cost
Designing and
market
requirements

Swot Analysis
and Report
Scope
Target Market

Production
Plan

Collecting all
data

Planning the
report

Finalizing and
submitting the
report
1 Introduction:

In an increasingly digital world, the demand for smart solutions to

everyday problems is on the rise. One such area where innovation
can significantly improve efficiency and convenience is in the
management of traditional mail delivery. The Smart Mailbox with
SMS Alert System is a pioneering project aimed at bridging the gap
between traditional mail services and modern communication
technologies.
1.1 Project Stakeholders of smart mailbox

For a project like a smart mailbox, understanding and managing

stakeholders' expectations and requirements is crucial for its success.
Here's a breakdown of potential stakeholders and their expectations:

1. Homeowners/Users:
- Expect convenience and ease of use.
- Demand security features to protect their mail.
- Desire customization options for notifications and mail management.
- Require reliability in the functionality of the smart mailbox.

2. Manufacturers/Suppliers:
- Provide necessary hardware and software components.
- Expect clear technical specifications to develop the smart mailbox.
- Seek cost-effective solutions within budget constraints.
- Need scalability options for different markets and demand levels.

3. Product Development Team:

- Need clear specifications and requirements from stakeholders for
the design and features of the smart mailbox.
- Require feedback from users to iterate and improve the product.
- Aim for innovation to make the smart mailbox stand out in the
market.
 - Must ensure that the final product meets quality standards and
regulatory requirements.

4. Marketing and Sales Team:

- Need to understand the unique selling points and features of the
smart mailbox to effectively market it to potential customers.
- Require promotional materials and resources to showcase the
benefits of the product.
- Seek input from customers and feedback from the product
development team to refine marketing strategies.
- Need accurate product information to ensure consistency in
messaging and branding.

5. Distributors:
- Require clear product information and training to effectively sell and
support the smart mailbox.
- Seek reliable supply chains and timely deliveries to meet customer
demand.
- Need marketing support and promotional materials to attract
customers.
- May require assistance from the manufacturer or supplier for any
technical issues or product inquiries.
2. Product Overview:
The Smart Mailbox with SMS Alert System utilizes a combination of
hardware components and software algorithms to detect mail delivery
and promptly notify the user via SMS. At its core, the system consists of
an Arduino Uno microcontroller, an IR sensor (HW210), and a
GPRS/GSM Shield. These components work seamlessly together to
ensure accurate detection of mail presence and reliable communication
of alerts to the user's mobile phone.

GPRS/GSM Shield Arduino Uno microcontroller

IR sensor (HW210)
2.1 Product Technical Details

Arduino Uno: Acts as the main microcontroller unit, responsible for

interfacing with the IR sensor and GSM Shield.
IR Sensor (HW210): Detects the presence of mail within the mailbox.
When an object (such as mail) interrupts the infrared beam, it triggers
the Arduino to send an alert.
GPRS/GSM Shield: Enables the Arduino to communicate with the GSM
network for sending SMS alerts. It contains a SIM card slot for network
connectivity.
Power Supply: The system can be powered using a suitable power
source, such as a battery or AC adapter, ensuring uninterrupted
operation.
2.2 Production Plan

Cost Per Product:

Item Quantity Unit price (Rs.) Price (Rs.)

Arduino Uno 1 1000 1000

Board
IR Sensor 1 120 120
(HW210)
GPRS/GSM 1 2800 2800
Shield
Jumper Wires 1 170 170
Pack
Steel Mailbox 1 700 700
Total 4790

Staff Management per 10 Products:

Staff Cost Per Hours of Subtotal

Hour (Rs.) work (Rs.)
needed

Project 1000 2 2000

Engineer
1500 1 1500
Design
Engineer
1200 1 1200
Electronics
Engineer

Total 4700

Total payment for staff per one Mailbox = LKR 470

2.3 Optimizing Product Pricing for Profitability:

Strategies for Calculating the Ideal Selling Price

Assumptions:
1. Production Volume and time frame
• Annual Production- 1000
• Timeframe – One year

2. Cost Structure
• Overhead Expenses – LKR 150,000(one time cost spread over
production volume)
• Total Cost for 1000 products- (5260*1000+ 150,000)= LKR
5,410,000

3. Profit target-
• Desired annual profit – LKR 590,000 (590*1000)
Total Revenue Needed to Achieve Desired Profit:
• Total revenue needed = Total Cost +Desired Profit
= 5,410,000 + 590,000
= LKR 6,000,000
Selling Price per Product to Achieve Desired Profit:
• Selling price per product = Total revenue needed/ no of
products
= 6,000,000/1000
=LKR 6000
2.4 Implementation Strategy

The development and implementation of the Smart Mailbox with SMS

Alert System will follow a systematic approach, including:
- Hardware Design and Assembly: Designing the circuitry and
assembling the components onto a prototype board.
- Software Development: Writing the necessary code to interface with
the hardware, detect mail presence, and send SMS alerts.
- Testing and Optimization: Conducting extensive testing to ensure the
system operates reliably under various conditions and optimizing the
software for performance and efficiency.
- Packaging and Deployment: Designing an aesthetically pleasing and
durable enclosure for the system and preparing it for mass production
and distribution.
2.4.1 Hardware Design and Assembly:
2.4.2 Software Development:

#include "LiquidCrystal.h"

LiquidCrystal lcd(5, 6, 7, 8, 9, 10);

int irPin = 2;
int count = 0;
boolean state = true;

void setup()
{
Serial.begin(9600);
lcd.begin(16, 2);
pinMode(irPin, INPUT);
lcd.setCursor(0, 0);
lcd.print("SMART MAILBOX: ");
}

void loop()
{
if (!digitalRead(irPin) && state)
{
count++;
state = false;
Serial.print("Count: ");
Serial.println(count);
lcd.setCursor(0, 1); // Move cursor to the second line
lcd.print("Mail Received ");
delay(1000); // Display the message for 1 second
lcd.setCursor(0, 1); // Clear the line
lcd.print(" ");
}
if (digitalRead(irPin))
{
state = true;
delay(100);
}
}
2.4.3 Testing and Optimization:
2.4.4 Packaging and Deployment
3. Market Analysis:

The market for smart home solutions continues to expand rapidly,

driven by factors such as increasing urbanization, technological
advancements, and changing consumer preferences. Within this
market, the segment for smart mailbox solutions represents a niche yet
promising opportunity. Traditional mailboxes lack the capability to
notify users of mail delivery in real-time, leading to inconvenience and
security concerns, especially in areas prone to mail theft. The Smart
Mailbox with SMS Alert System addresses these challenges, making it
an attractive proposition for homeowners, small businesses, and
individuals with specific accessibility needs.
3.1 Market Requirement
To ensure the success of the Smart Mailbox with SMS Alert System in
the market, it is essential to align the product features with customer
needs and expectations. Key requirements include:

- Convenience: Customers seek solutions that simplify their lives. A

smart mailbox eliminates the need for manual checking of mail by
providing timely notifications.
- Security: With increasing concerns about mail theft, customers
demand secure systems that can alert them immediately upon mail
delivery.
- Compatibility: The system should be compatible with different types of
mailboxes and easily integrable with existing home automation setups.
- Reliability: Users expect the system to accurately detect mail presence
and reliably deliver SMS alerts.

3.2 Target Market:

Our target market includes:

- Homeowners: Individuals who value convenience and security in
managing their mail.
- Small Businesses: Businesses operating from residential locations that
rely on timely mail delivery.
- Elderly and Disabled Individuals: Those who may find it difficult to
physically check their mailboxes regularly.
4.Project Organization & Job Role Assigned:

So our project “Smart Mailbox with SMS Alert System” was brought up
by our team members and developed a simple device. This included
various activities. Therefore during this project, duties and roles were
assigned to each member in the group. Research, technical details,
market target, designing, requirements needed these were some
sections we divided ourselves into and carried out our responsibilities.

Given below are the roles assigned to each member:

Project Manager – K.G.K.S.Rathnayake

Product Designer – Kavinu Sanjula

Finance & Marketing

Manager – T.M.S.Kevin
 5. SWOT analysis for a smart mailbox

Strengths:
1. Customization: Smart mailboxes can be customized to suit individual
preferences, such as notifications for specific types of mail or package
tracking.
2. Efficiency: They streamline the mail delivery process by providing
real-time updates to users and postal service providers.
3. Technology Integration: Smart mailboxes can integrate with other
smart home systems and devices, offering added functionality and
convenience.

Weaknesses:
1. Cost: Initial investment and installation costs may be high, potentially
limiting adoption among price-sensitive consumers.
2. Reliability: Dependence on technology may lead to issues such as
connectivity problems or malfunctions, affecting user trust and
satisfaction.
3. Complexity: The setup and configuration of smart mailboxes may be
complex for some users, leading to usability issues.

Opportunities:
1. Market Growth: The growing trend towards smart homes presents an
opportunity for smart mailbox adoption as part of the connected
ecosystem.
2. Innovation: Continuous innovation in technology can lead to the
development of advanced features and improvements in smart mailbox
functionality.
3. Partnerships: Collaborations with postal service providers, smart
home device manufacturers, and e-commerce platforms can expand
distribution channels and enhance product offerings.
4. Regulatory Support: Supportive regulations and incentives promoting
smart home technologies can encourage adoption and investment in
smart mailboxes.
5. Customization: Offering customizable features and subscription-
based services can create new revenue streams and enhance user
experience.

Threats:
1. Competition: Increased competition from other smart mailbox
manufacturers and alternative delivery solutions could impact market
share and profitability.
2. Cybersecurity Risks: Smart mailboxes may be vulnerable to cyber-
attacks, leading to data breaches or unauthorized access to personal
information.
3. Supply Chain Disruptions: Disruptions in the supply chain, such as
component shortages or manufacturing delays, can impact production
and delivery timelines.
6.House of quality matrix for Smart Mailbox:
7. Potential Challenges:
While the concept of the Smart Mailbox with SMS Alert System is
promising, several challenges may arise during the development and
deployment phases. These include:
- Ensuring accurate detection of mail presence while minimizing false
positives.
- Optimizing power consumption to prolong battery life in the case of
battery-powered installations.
- Addressing compatibility issues with different types of mailboxes and
home automation systems.
- Managing the costs associated with production, distribution, and
customer support.
8.Risk Management

Smart mailbox risk management is detecting possible risks, evaluating

their impact and likelihood, putting mitigation or minimization plans
into action, and keeping an eye on and managing risks all the way
through the product lifecycle. The following are a few major concerns
connected to smart mailbox:
1. Technical Complexity - The technical development of the smart
features—sensors, connectivity, and mobile app integration—may be
challenging and open to problems including hardware failures,
software flaws, and compatibility problems.
2. Cost risk - A smart mailbox's development and production costs may
go over budget for reasons including unanticipated charges for
difficulties locating necessary materials, or modifications to the
design specifications.
3. Time Delays - Project timeline extensions resulting from delays in
prototype development and setup might affect product launch
timelines and market competitiveness.
4. Market Acceptance - There's a chance that the smart mailbox won't
take over in the market because of things like low customer demand,
competition from already-existing items, or a poor marketing and
distribution strategy.
5. Competitive Landscape - The market share and profitability of the
smart mailbox could be threatened by rivals releasing comparable or
better goods.
9. Conclusion:
The Smart Mailbox with SMS Alert System represents a significant step
forward in modernizing traditional mail services and enhancing
convenience and security for users. By leveraging innovative
technologies such as IR sensors and GSM communication, this product
has the potential to revolutionize the way individuals and businesses
manage their mail delivery. With careful market analysis, strategic
planning, and diligent execution, we believe that the Smart Mailbox
with SMS Alert System can capture a substantial share of the growing
smart home market and make a meaningful impact on the lives of it
10. Annexures

Project Manager – K.G.K.S.Rathnayake

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I’m the Project Manager in this project. The first few days, I did some
research to come up with a product, and with the help from my team
members, I was able to come up with the topic “Smart Mailbox with
SMS Alert System”. I was responsible in planning, directing and leading
the project. I got to work with my team and we made sure that this was
completed within the given period of time and scope. I divided the topic
into specific sub topics among my team members. I was responsible in
taking decisions on the overall project. I did the introduction and
product overview. Overall, I had to oversee everyone’s progress as a
team. I was able to complete the abstract and the conclusion and
summary.
I helped and guided my members in the market requirements and
target market, which is considered as two main factors in this project.
As a project manager, I was able to oversee all my team members work
and we helped each other throughout.
I’m really happy to say that we were able to complete this as a team.
We bonded with each other and with so many sacrifices, each and one
of us completed our parts successfully. We had the team spirit
throughout and we really enjoyed each other’s company. So in
conclusion, I would say that this project helped me improve my skills
and helped me improve my ideas and research in my work.
Finance & Marketing
Manager – T.M.S.Kevin
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I analyzed the current demand for our product across various fields,
providing a chart for reference. Additionally, the project received
substantial support from social media, thanks to the invaluable
assistance of my team members. With the support of other members of
our group, I was able to fulfill all these responsibilities. So, our new
product is successfully completed.
My primary focus is on promoting and positioning the SMART Mailbox
that our company produces. Identifying target clients, devising
strategies to reach them, and enhancing the satisfaction of our current
clients are also within my purview. It's crucial to ensure that the money
allocated to marketing campaigns yields a respectable return for the
company.
I have an extensive range of responsibilities in financial management,
which involves strategic planning of the product, organizing the
production flow, and controlling financial undertakings. This includes
applying management principles to the financial assets of the
production process. I may be responsible for the entire financial
operation, such as producing accurate financial reports for the annual
and monthly meetings, developing cash flow statements, managing
credit, providing advice in making financial decisions, directing
investments, making financial forecasts, budgeting, and managing the
risk of financial loss.
As the marketing manager for this project, my role encompasses a wide
array of responsibilities. This includes creating estimates and budgets
for marketing campaigns, seeking approval, collaborating with
advertising agencies, negotiating, drafting sales and advertising
contracts, and scrutinizing advertising materials such as print, TV
commercials, and online ads.

Through thorough execution of my duties, I have gained valuable

insights and improved my marketing techniques. This project has
provided numerous advantages, and I anticipate that our product will
compete effectively in the current market.
Product Designer – Kavinu Sanjula
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As a product designer I did lots of things in this project. I had good team
and they also support for my works. I also support their works. In this
project we decide a product and after I planed a product and draw
circuit diagrams and also write a code for our product. Write a code
was a toughest part of my works. I had a good support for that task of
my team. I decide materials as well for our product. I learn lot of thing
such as soft skills like how we work together in a project, and also I get
knowledge about how design project and improve knowledge about
coding.